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«™ TheFinancialEdge Export Guide ©2011 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or ...»

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Export Guide

©2011 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or

transmitted in any form or by any means, electronic, or mechanical, including photocopying,

recording, storage in an information retrieval system, or otherwise, without the prior written

permission of Blackbaud, Inc.

The information in this manual has been carefully checked and is believed to be accurate.

Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages.

In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation.

All Blackbaud product names appearing herein are trademarks or registered trademarks of Blackbaud, Inc.

All other products and company names mentioned herein are trademarks of their respective holder.

FE-ExportGuide-101911 Contents EXPORT........................................................... 1 Accessing Export Records.............................................................. 2 Parts of an Export Record.............................................................. 5 Export Types........................................................................ 7 Export Formats...................................................................... 8 Export Styles....................................................................... 10 Understanding Export Output Fields.................................................... 15 Creating an Export.................................................................. 21 Running an Export from the Export Page................................................ 30 Using the Word Merge Process in Export................................................ 31 chapter 1 Export Accessing Export Records.............................

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Note: Visit our Web site at www.blackbaud.com for the latest documentation and information.

Exporting is the process used to extract selected information from your Financial Edge database to use in another software application. You can export data from each program in The Financial Edge to update or view in an application outside of The Financial Edge. For example, you can export data to analyze or manipulate in a spreadsheet program or to create a custom report.

Note: Exporting is the process used to extract selected information from your database to use in another software application.

The export process consists of identifying information to extract from your Financial Edge database, determining the file format for the information, and transferring the information to a specified location. While the processes and capabilities of Query and Export overlap, Export is a more advanced data extraction and reporting tool. It can better organize one-to-many relationships and other complicated types of data into simpler formats. For more information about queries, see the Query Guide for The Financial Edge.

The security settings you establish in Administration apply to Export. For example, if you prohibit data entry clerks from viewing budgets, they cannot export budget information in Export. If you deny a group access to all Export options, Export does not appear on the navigation bar for those users.

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Finding and Opening Export Records To open export records from the Export page, in the grid, double-click an export, or select one and click Open.

There are several tools you can use to locate saved export records. You can use the Type and Format fields to filter the grid by export type or export format, or mark Only show my exports to display only the exports you created. You can also search for saved exports using the Find button on the action bar.

Locating and opening an export record using the Find button

1. From the navigation bar, select Export. The Export page appears.

2. Click Find. The Find screen appears.

3. In the Field field, select a search category such as “Name” or “Export type”.

4. In the Find what field, enter specific field information you want to find. For example, if you entered “Name” in the Field field, you can enter the first three letters of the name to narrow the search.

5. In the Match field, select the part of the field to search.

6. To find only records with identical upper and lower case characters, mark Match case.

4 CH A P T E R

7. When you have entered your search criteria, click Find First or Find Next. The program selects the first or next record matching your criteria.

8. Once you locate the export, select it and click Open. The selected export record appears.

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Parts of an Export Record You create an export by setting parameters in the export record. The export record consists of two tabs, the Filters and Output tabs, where you identify specific output fields and criteria, and select which records to export.

Filters Tab Note: If you want to include all records in the export, you do not need to use the Filters tab. For new exports, all records are included by default.

On the Filters tab, you select criteria that determines which records to include in an export. For example, to create an account export that includes only expense accounts, on the Filters tab, choose Selected in the Include column for Categories. The Selected Categories screen appears on which you select the Expense category. By selecting the Expense category, all other account categories are “filtered out”, and only expense accounts are included in the export. For more information about filtering criteria, see the Program Basics chapter of the Program Basics Guide.

Output Tab On the Output tab, you select fields from a tree view that correspond with data you want to include in the export.

The Output tab consists of the Available Fields box and the Output box. You can resize the two boxes, and you can drag and drop fields back and forth between the two boxes.

Glossary: A criteria group in Export is a set of related fields from the same record type. For more information about criteria groups, see “Using Criteria Groups” on page 15.

6 CH A P T E R The Available Fields box contains a tree view of all criteria groups available for the export type you selected. You can narrow the fields listed in the Available Fields box by selecting a specific criteria group in the field located above the box, which defaults to All.

Each criteria group contains related fields you can add to the export. To view the related fields, click the plus sign next to the criteria group. For example, in an account export, Notes is one available criteria group. Click the plus sign next to Notes and several related fields appear, including Author, Date Added, and Last Changed By.

Tip: When adding fields to the Output box, the quickest methods are to double-click fields or to drag and drop fields from one box to the other.

To add a field to the Output box, select a field from the tree view in the Available fields box, and click Select. Two quicker methods are to double-click fields or to drag and drop fields from one box to the other. When you select certain fields to export, field-specific output criteria screens appear where you can define additional characteristics records must meet to be included in the export. For more information about output criteria screens, see “Output Criteria Screens” on page 20.

Output Tab Buttons

Note: Creating an export using the Blackbaud Conditional Word Merge or Blackbaud Simple Word Merge export format adds extra buttons to the toolbar for these functions. For more information about conditional and simple merges, see “Using the Word Merge Process in Export” on page 31.

There are several buttons on the Output tab you can use to select information for an export. Use the up and down arrows to search for items in the Output box. Use the Next and Back buttons to move back and forward between the Output tab and Filters tab.

Find. Use the Find button to search for values in the tree view in the Available Fields box.

Select. Use the Select button to select fields to export. If you select a field that is a one-to-many group or summary, a field-specific output criteria screen appears. If you select a one-to-one field, the field is moved to the Output box. For more information about output fields, see “Understanding Export Output Fields” on page 15.

EX P O R T 7 Note: When editing an export file associated with a Custom Report, the Remove button is disabled. You cannot delete any fields in an export used in a Custom Report.

Remove. Use the Remove button to remove selected fields from an export.

Criteria. Use the Criteria button to view criteria for a selected field. This button is enabled only when you select a one-to-many group or a summary field in the Output box.

Cancel. Use the Cancel button to exit the Output tab or the Filters tab. The program returns to the Export page without saving changes.

Export Now. Use the Export Now button to process an export.

Export Types Tip: You can set a default export type in Options.

The first step in the export process is to select a record type to export. Each export can include only one export type, and the fields included in the export are only those related to that record type. For example, if you select to create a General Ledger Account export, only fields found on account records are available to export. You select the export type on the Create a New Export screen.

You can create these export types in The Financial Edge:

8 CH A P T E R

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Fixed Assets Asset Transaction Export Formats Note: An export format determines the way exported data appears and the software application with which it is used. Export formats include Microsoft Excel, Microsoft Access, and Lotus 1-2-3.

You must also select a format for data exported from your database. The export format determines how data appears in the data file and the application with which it is used. Export formats are especially important for exported information you plan to update in another application and then import back into The Financial Edge. In Options, you can assign a default export format to use when creating new exports.

EX P O R T 9 If you select to use the Blackbaud Simple Word Merge or Blackbaud Conditional Word Merge export format, you can use a wizard to merge information from an export file with a Word document template. For more information about creating merges, see “Using the Word Merge Process in Export” on page 31.

If you plan to use the export file in Custom Reports to create a custom Crystal report, use one of these *.MDB formats: Blackbaud Report Writer Database, Microsoft Access 2.x Database, Microsoft Access 95 Database, Microsoft Access 97 Database, or Microsoft Access 2000 Database. For more information about using Custom Reports, see the Reports Guide for that program.

You select the export format on the Create a New Export screen or on the Export Options screen. For more information about the Export Options screen, see “Export Styles” on page 10.

Tip: You can set a default export format in Options.

The export formats available in Export include:

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Additional Fields and Options For Export Formats Additional fields and options appear on the Create a New Export screen depending on the export format you select.

Include Header. If you select Character Separated Values or Microsoft Word Merge File as the export format, the Include Header checkbox appears. Mark this option to include the output field names as column headers.

We recommend using column headers for exports of records you intend to update in another application and then import back into The Financial Edge.

Separator. If you select Character Separated Values as the export format, the Separator and Qualifier fields appear. In the Separator field, select the character value, such as a comma, you want to use to separate field data in the export. For example, this is a row of project data from a character separated data file, using

commas as the separators:

Supervisor,01/08/2002,Rogers Endowment,1008,Endowment 10 CH A P T E R Qualifier. In the Qualifier field, specify the character to use, such as a quotation mark, to distinguish punctuation from character separators. For example, you have a comma that separates the city and state in an address field. Without a qualifier, the program may think the comma indicates a new field. By placing a text qualifier at the beginning and end of your field, the program knows all text contained between the text qualifier is part of

the same field. In this example, the text qualifier is quotation marks:

"Party Rent-All","Active","643 Main St.crMt. Pleasant, SC 29464" Export one-to-many records. If you select Microsoft Access 2.x Database, Microsoft Access 95 Database, or Microsoft Access 97 Database as the export format, the Export one-to-many records checkbox appears. To use a relational style, mark the checkbox. To use a flat style, leave the checkbox unmarked. The following section discusses relational and flat styles in greater detail.

Export Styles Glossary: Export style describes how data in the data file is presented. In The Financial Edge, there are two export styles you can use, flat style and relational style.

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