Manage Exports

Important: The maximum limit for the number of items that can be exported at a time is set during configuration (for example, 10000 items). If you are exporting more than the limit set, a warning message appears.

The Export functionality enables you to export one or more items, tags or documents selected from the following panels:

• Browse Panel

• Search Panel

• Sets Panel

• Related Items area in the Summary View

• Related Documents area in the Summary View

• Related Query Form area in the Summary View

• Related Items area in a Document Content Card

• Items displayed under the Contents tab in a 3D Model/2D Drawing Document Content Card

• Items displayed under the Related Items tab in a 3D Model/2D Drawing Tag Content Card

• Documents displayed under the Related Documents tab in a 3D Model/2D Drawing Tag Content Card

• Basket Panel

• Reports displayed in Document View

  Note: The areas in the Summary View, Document Content Card and Tag Content Card are configurable to include Relationships, Metadata, or Characteristics. Hence, the naming of the areas can differ based on the configuration.

Create Export Definitions

The Export Definition selected while executing an export determines the column headings and data elements, to be included in the Export. The exported items displayed or saved in the .csv file format include only the data elements, defined in the Export Definition. AVEVA Asset Information Management Dashboard provides you with a default Export Definition. However, creating new Export Definitions enables you to have a more customized export.

Note: You must have appropriate rights (CreateExports rights) to create Export Definitions. If not, the Create option will not be available in the Export Panel.

You can add or remove any of the following columns available by default, while creating an Export Definition:

• Object ID

• Object context

• Object name

• Object aliases

• Class IDs

• Class names

• Incidental class IDs

• Incidental class names

• Class Scheme

• Life-Cycle Status

Additionally, you can create new columns as follows:

• Object attribute for a source class

• Associated attribute

• Number of associated items

To create Export Definitions:

1. In the Global Navigation Panel, select .

   The Export Panel opens, docked in the Dashboard.

2. In the drop-down box, click the arrow to select an Export Definition.

3. Go to the left-bottom corner, and select .

   The Export Definition window opens.

4. Select for Export Columns, and then select the new Export Columns.

   The newly added Export Columns appear as a list.

5. To edit the name of the Export Columns, select Modify Label.

6. To display IDs as hyperlinks that can open AVEVA Asset Information Management Dashboard in the context of the ID, select the Hyperlink check box.

   Note: This only applies to the IDs and the Related IDs. Hyperlinks are not displayed if there is more than one ID in the Excel spreadsheet cell (for example, if there is more than one related item).

7. To remove the newly added Export Columns, select .

8. To save the Export Definition, select Save.

9. If you do not want to save the new Export Definition, select Cancel.

Configure the Export Data Display

If you have the appropriate rights (CreateExport rights), you can configure how the exported data should be displayed in the file exported in the CSV file format, as shown in the following figure:

Note: For more information on User Access, see Set Up User Access.

Edit Export Definitions

Selecting an Export Definition, and selecting from the bottom-left corner of the Export Panel enables you to modify and save the Export Definition.

Note: You must have appropriate rights (CreateExport rights) to save the edited Export Definitions. If you do not have CreateExport rights, you can only edit the Export Definition, but cannot save it.

To edit an Export Definition:

10. In the Global Navigation Panel, select .

    The Export Panel opens, docked in the Dashboard.

11. In the drop-down box, select the arrow to select the Export Definition.

    The Export Definitions appears in a list.

12. Select an Export Definition.

13. Go to the left-bottom corner, and then select .

    The Export Definition window opens.

14. Edit the Export Definition.

15. To save the updates, select Save. If you do not want to save the updates, select Cancel.

Delete Export Definitions

By selecting at the bottom-left of the Export Panel, you can delete the Export Definitions. You much have appropriate rights (CreateExport rights) to execute a deletion.

To delete an Export Definition:

16. In the Global Navigation Panel, select .

    The Export Panel opens, docked in the Dashboard.

17. In the drop-down box, select the arrow to select the Export Definition.

    The Export Definitions appears in a list.

18. Select an Export Definition.

19. Go to the left-bottom corner, and select .

    A message displaying "You are about to delete the Export Definition. Do you want to continue?" appears.

20. To continue with deletion, select OK. If you do not want to delete, select Cancel.

Create Exports to Save

You can create and save exports of your saved searches with a unique ID, Name, Description and Export Definition. Saving the exports enables you to instantly export data at a later time. You must have the appropriate right (CreateExport rights) to save your exports.

To create exports to save:

21. In the Global Navigation Panel, select .

    The Exports Panel opens, docked in the Dashboard.

22. In the drop-down box, select the arrow to select the export.

23. Go to the left-bottom corner of the Export Panel, and select .

    The Save Export window opens.

    

24. In the ID box, enter a unique identifier, and in the Name box, type a name.

25. In the Description box, enter details about the export.

26. In the Export Definition box, select the arrow, and select an Export Definition.

27. In the Saved Search box, select the arrow, and select a Saved Search.

28. To save the export, select Save.

29. To open and view the export, select Run.

    The Export window opens.

    

30. To export item metadata, select Run.

    The message The Download process has been started appears.

    In the bottom panel, which displays the message Do you want to open or save the .csv/.xlsx file, choose one of the following options:

    • Open: Select this to view the export.

    • Save: Select this to save the export in your local machine.

    • Cancel: Select this if you do NOT want to save your export.

31. To include files in the export package, select the Export Files check box.

    The export window is updated with the export options.

32. Select Run.

    • If you have selected the Export to the Server Folder option, the message The export will be copied to ‘output location’ appears.

    • If you have selected the Download to Client option, the message The Download process has been started appears.

    In the bottom panel, which displays the message Do you want to open or save the .csv/.xlsx file, choose one of the following options:

    • Open: Select this to view the export.

    • Save: Select this to save the export in your local machine.

    • Cancel: Select this if you do NOT want to save your export.

Run a Saved Export

To run a saved export:

33. In the Global Navigation Panel, click .

    The Export Panel opens, docked in the Dashboard.

34. In the drop-down box, select the arrow to select the export.

    The saved exports are displayed in a list.

35. Select a saved export.

    The Export window opens.

    

36. In the Enter Required Values section, type the filter criteria for the saved export.

37. To include files in the export package, select the Export Files check box.

38. To refresh the files listed in the Select files section after changing the filter criteria, select .

39. To expand the Select files section, select at the top-right of the Select files section.

40. To filter the files shown in the Select files section, use the following filters:

    • File ID

    • File Type

    • Document ID

    • Document Type

    Note: The Select Files section displays files associated with the first 100 documents, by default. A document can have more than one associated files. Hence, a message appears at the top of the Select files section, displaying the number limit for documents shown.

41. Select the check boxes for the files you want to export.

42. If you have expanded the Select files section by selecting , select OK to return to the Export window.

43. In the Enter the reason for this export box, type the details.

    The pre-configured export package output path appears at the bottom of the Export window. For more information about configuring the output file location, see Configure File Export.

44. To open and view the export, select Run.

    The Export window opens.

45. To export item metadata, select Run.

    The message The Download process has been started appears.

    In the bottom panel, which displays the message Do you want to open or save the .csv/.xlsx file, choose one of the following options:

    • Open: Select this to view the export.

    • Save: Select this to save the export in your local machine.

    • Cancel: Select this if you do NOT want to save your export.

46. To include files in the export package, select the Export Files check box.

    The export window is updated with the export options.

47. Select Run.

    • If you have selected the Export to the Server Folder option, the message The export will be copied to ‘output location’ appears.

    • If you have selected the Download to Client option, the message The Download process has been started appears.

    In the bottom panel, which displays the message Do you want to open or save the .csv/.xlsx file, choose one of the following options:

    • Open: Select this to view the export.

    • Save: Select this to save the export in your local machine.

    • Cancel: Select this if you do NOT want to save your export.

Notes:

• When the files are exported, either to the client or the server, they reside inside a zip file. Inside that zip file, you can see a Files folder, under which there are specific folders for each document whose file(s) has been exported. So, all files for a document are placed inside the same folder. The folder name becomes the document full name separated by a hyphen. For example, if a document is called SRP|Context 2|A doc{rev 2}, then its folder will be SRP-Context 2-A doc-rev 2.

• When running a Query Form and exporting to a CSV file, then any cells in columns that appertain to Related Items may have multiple values. However, some values for the Related Items may be blank. So, in order to correspond a value to the ID or Name of the Related Item, then delimiters are used to preserve the order. For example, if there are 4 Related Items and only the 3rd item has an attribute value of "xyz" (the others having a blank values), then the cell would contain & & xyx &. The 3 ampersands correspond to 4 values, where all are blank except for the 3rd value. This will correspond to the IDs of the Related Items for example, P101 & P102 & P103 & P104. So P103 has a value of xyz for the attribute in question.

Edit Saved Exports

Selecting a saved export, and selecting from the bottom-left corner of the Export Panel enables you to modify your saved export.

To edit the saved exports:

48. In the Global Navigation Panel, select .

    The Export Panel opens, docked in the Dashboard.

49. In the drop-down box, click the arrow to select the export.

    The saved exports are displayed in a list.

50. Select a saved export.

51. Go to the bottom-left corner, and select .

    The Save Export window opens.

52. Make updates, and then select Save.

    Your updates are saved.

53. To open and view the export, select Run.

    The Export window opens.

54. To export item metadata, select Run.

    The message The Download process has been started appears.

    In the bottom panel, which displays the message Do you want to open or save the .csv/.xlsx file, choose one of the following options:

    • Open: Select this to view the export.

    • Save: Select this to save the export in your local machine.

    • Cancel: Select this if you do NOT want to save your export.

55. To include files in the export package, select the Export Files check box.

    The export window is updated with the export options.

56. Select Run.

    • If you have selected the Export to Server Folder option, the message The export will be copied to ‘output location’ appears.

    • If you have selected the Download to Client option, the message The Download process has been started appears.

    In the bottom panel, which displays the message Do you want to open or save the .csv/.xlsx file, choose one of the following options:

    • Open: Select this to view the export.

    • Save: Select this to save the export in your local machine.

    • Cancel: Select this if you do NOT want to save your export.

Delete Saved Exports

Selecting a saved export, and then selecting at the bottom-left of the Export Panel enables you to delete your saved exports. You must have appropriate rights to execute this action.

To delete saved exports:

57. In the Global Navigation Panel, select .

    The Export Panel opens, docked in the Dashboard.

58. In the drop-down box, select the arrow to select the export.

    The saved exports are displayed in a list.

59. Select a saved export.

60. Go to the bottom-left corner, and select .

    A message displaying "You are about to delete the Export. Do you want to continue?" appears.

61. To continue with deletion, select OK. If you do not want to delete, select Cancel.