Export
Tip: The Export to Excel option available in the Result set View toolbar provides an alternative (though more basic) mechanism to export selected records to an Excel spreadsheet. Details here.
The Export tool enables authorized users to export data from the current record, one or more marked
records, or all records currently listed in Result set View.
It is also possible to use the tool to export media files attached to one or more records to a zip file1. Exported images can be converted to another format and resized. Details here.
Exporting data
Although data can be exported in a number of formats, the principal export format is CSV:
To export data from a subset of records listed in Result set View, mark the records before accessing the Export box, otherwise just:
- Select the Export
button in the Result set View toolbar to display the Export box:
The column on the left lists the system name of all fields you can export.
The column on the right lists the fields that will be exported. The Export box recalls the last fields you exported; if Current profile names an Export profile (Object and media in the example above), the fields in the right column are determined by that Export profile (details below)2. We can keep these fields, remove any of them and add to them.
- Indicate whether you want to export data from the current
record, marked
records, or all records currently listed in Result set View:
- If you did not mark
any records before accessing the Export box, the Current radio button will be selected: you can select All.
Note: Do not select the Marked radio button as the export will fail.
- If you did mark records, the Marked radio button will be selected: you can select Current or All.
- If you did not mark
- Current profile will display the name of an Export profile if you used one the last time you ran an export, otherwise it will show No profile selected.
Note: Export profiles are available in Collections version 1.16 onwards. If Current profile does not appear on the Export box, skip to step 4.
To export data using the current Export profile (called Object and media in the example above), go to step 7.
To select an Export profile, click Profiles.
- If you do not want to export data using the current Export profile, click Clear.
This will clear the profile and remove any fields listed in the right column.
Tip: Alternatively, you could modify the current export settings. In this case, do not click Clear but instead proceed to step 4.
- Select an export format from the Format drop list:
Options include:
Format
Details
Csv
This is the most common export format. Details below.
Adlib Xml (grouped)
Adlib Xml (unstructured)
Calm Xml
DScribe Natural
Tagged
The Format drop list includes a number of export formats intended for organizations that have implemented Axiell Collections on top of an existing Calm or Adlib collections management system. These export formats should not be used unless you have the appropriate legacy system running in your organization.
Attached media
Authorized users can export media files from the current
record, one or more marked
records, or all records currently listed in Result set View. Media files are exported to a single zip file.
Details here.
Xslt5
When custom XLST export formats have been configured for your system, select this option to transform Collections' native (unstructured or grouped) record XML to another format (e.g. HTML) when exporting the data.
When you select Csv, the Settings button is enabled. A default set of CSV export settings has been defined, and you can review and change these if necessary by selecting Settings.
Note: Changes you make apply to the current data source, are associated with your user account and recalled by Collections whenever you log in.
- Add / remove fields to export:
In the list of system field names on the left:
- Scroll through the list
-OR-
- Start typing a name in the text field above the list to filter the list to matching names.
Tip: See Field level help: Help View, Field properties and Tooltip for details about how to identify a field's system name.
- Scroll through the list
- Select a field in the list and click Add to move it to the right hand column (or double-click the field name):
Notes:
- To select multiple fields individually, press the CTRL key as you click field names. To select a number of consecutive fields, press and hold the SHIFT key as you click a field and then click another field higher or lower in the list (all fields from the first clicked field to the second will be selected).
- To include record numbers in the exported data, be sure to include the priref
field.
- Reorder the list of fields if necessary by selecting a field in the right column and clicking Move up / Move down as required.
This will determine the order in which values display in the export data file.
Here we see fields removed from the original list, a field added and all reordered:
-
(Optional) Save your settings as an Export profile7.
- Select OK to run the export.
A box will display offering you the option to select an application to open the export data file or to save it.