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:

• Search Panel

• Browse 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 2D Diagrams and Documents View Document Content Card

• Items displayed under the Related Items tab in a 2D Diagrams and Documents View Tag Content Card

• Documents displayed under the Related Documents tab in a 2D Diagrams and Documents View Tag Content Card

• Basket Panel

  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 or .xlsx file format include only the data elements, defined in the Export Definition. Asset Information Management – Advanced provides you with a default Export Definition. However, creating new Export Definitions enables you to have a more customized export.

Note: You must have the 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 Dashboard.

2. In the drop-down box, select 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 remove the newly added Export Columns, select .

7. To save the Export Definition, select Save. If you do not want to save the new Export Definition, select Cancel.

Configure the Export Data Display

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

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:

8. In the Global Navigation Panel, select .

   The Export Panel opens, docked in Dashboard.

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

   The Export Definitions appears in a list.

10. Select an Export Definition.

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

    The Export Definition window opens.

12. Edit the Export Definition.

13. 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:

14. In the Global Navigation Panel, select .

    The Export Panel opens, docked in Dashboard.

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

    The Export Definitions appears in a list.

16. Select an Export Definition.

17. 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.

18. 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:

19. In the Global Navigation Panel, select .

    The Exports Panel opens, docked in Dashboard.

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

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

    The Save Export window opens.

    

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

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

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

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

26. To save the export, select Save.

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

28. Go to the panel at the bottom displaying Do you want to open or save the .csv and .xlsx file:

    • 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.

    A message displaying "The Export process has been started" appears.

Run a Saved Export

To run a saved export:

29. In the Global Navigation Panel, select .

    The Export Panel opens, docked in Dashboard.

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

    The saved exports are displayed in a list.

31. Select a saved export.

    The Export window opens.

    

32. In the Enter the reason for this export box (required for audit purposes), type the details.

    The pre-configured export package output path appears at the bottom of the Export window.

33. Select the appropriate file format from the Export as type drop-down list.

34. Select Run.

    A message displaying "The Export process has been started" appears.

35. In the panel at the bottom displaying Do you want to open or save the .csv or .xlsx file:

    • 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.

Note: 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.

Export of Records

This executes a query and downloads a file that contains the results to the client machine.

• The data is downloaded into a .csv or .xlsx file.

• If the the data results are < 1,000, the output file is generated without any prompts.

• If the data results are >= 1,000 and < 10,000, then the following message is displayed: Your Export report is greater than 1,000 items. Do you wish to continue?

• If the data results are >= 10,000, then the following message is displayed: You Export exceeds the maximum size of 10,000 items. Data beyond the first 10,000 items will be excluded from this export. Do you wish to continue with the Export?

Export of Files

This executes a query that creates a .zip file that is downloaded to the client machine. The .zip file contains:

• The downloaded files that are stored in a Files subfolder.

• A Manifest file that contains a list of all the downloaded files.

• The results of the query in a downloaded .csv or .xlsx file.

  For each export, a maximum of 100 files is downloaded.

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 saved exports:

36. In the Global Navigation Panel, select .

    The Export Panel opens, docked in Dashboard.

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

    The saved exports are displayed in a list.

38. Select a saved export.

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

    The Save Export window opens.

40. Make updates, and then select Save.

    Your updates are saved.

41. To open and view the updated export, select Run.

42. Go to the panel at the bottom displaying "Do you want to open or save the .csv file:"

    • 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.

    A message displaying "The Export process has been started" appears.

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:

43. In the Global Navigation Panel, select .

    The Export Panel opens, docked in Dashboard.

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

    The saved exports are displayed in a list.

45. Select a saved export.

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

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

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