💾Export to CSV

Export to CSV enables users to export data into CSV for manipulation/reporting upon. This is available if you're licensed for OpenProcess - Data Export.

This is available in these areas:

Function	Process Data Types
My Tasks	Officer specific outstanding process data
Supervise Tasks	All processes (incomplete) a user has permission to view ​​I.e. this could technically be ALL in progress processes if they had permission to do so
Search Processes	All processes (incomplete/complete) a user has permission to view ​​I.e. this could technically be ALL processes if they had permission to do so

The following illustrates this function within the Supervise Tasks screen. I.e. First click Filter:

Export to CSV button

The reason for placement in here is that it means it can take account of filters you set as well.

Data Export Fields - My Tasks/Supervise Tasks

The data that is output for each process is as follows for My Tasks and Supervise Tasks:

Data item output
Process name
Current Step
Account (that the process is associated with)
Category
Reference (I.e. Form Reference)
Started On (Current step start date - Date and Time format)
Last ActivityCurrent step last modified - Date and Time format)
Target Date (Current step target date - Date and Time format)
Allocated to (the current user assigned it)
Process Start Date (Overall process start date - Date and Time format)
Key fields (This will map all of the key information associated with the process)
Notes (This will map all of the notepad entries for the process)

Data Export Fields - Search Processes

The data that is output for each process is as follows for Search Processes:

Data item output
Process name
Process Started on (Date and Time format)
Current Step (only shown if the process is in progress)
Current Step Allocation (the user currently assigned it)
Process Completed On(Date and Time format)
Process Completed By (the user that completed the process)
Key fields (This will map all of the key information associated with the process)
Notes (This will map all of the notepad entries associated with the process)

Working with the CSV files

When you click the Export to CSV button your browser will save the file to your downloads. You will need to ensure that your browser is set to allow downloads from the site in case your IT has restrictions which prevent this.

When the file is downloaded it is in a format that can be readily imported to Microsoft Excel (Excel). To format the file nicely in Excel you will need to:

• Select the first column

• Navigate to the Data tab in Excel

• Select Text to Columns

You will then be able to select to convert the text to columns with a delimiter. Click Delimited

Then in the next screen set the Delimiter to be 'Other' and in the box enter a 'pipe'. This is a vertical line and is on a key beside the return key on your keyboard.

Why a pipe?

The main reason we had to use a pipe is that key information/notes are separated by columns and so would have led to confusion in Excel when converting from Text to Columns.

Key Information & Notes

There is a significant challenge in creating a file that is consistent when the number of key information fields and notepad entries can change from one process to another. As such for each key information field three pieces of data are placed in the column.

• Value

• Code

• Name

So as an example if you have an question where the field id is RubbishType, the label for the field is Type of Rubbish and the actual answer provided by the customer was Furniture you would get this:

{"Value":"Furniture","Code":"RubbishType","Name":"Type of Rubbish"}

IF you want to be able to report/filter upon specific key information then another element of Excel needs to be used.

This time open Excel first. Then click on the Data tab and select to import data from a file and select your CSV output.

Then when the screen opens - click Transform Data

When this has completed scroll to the right to Key fields column. Right click on the heading and select Transform then JSON.

This will make each row say 'List'. Next left click on the two arrows facing away from each other on the right hand side of the Key Field column. When you do, click Expand to New Rows.

When done click the Expand arrow i.e. the one of the right of the Key Fields column again.

If you just click OK in the above you will end up the field id, field label and the value separated each of the key fields out for each process.

However, you could also have chosen to only select 'Value' meaning only the actual answer provided by the customer is shown.

AND whilst in this view you can filter for specific details.

Once done click Close and Load to see the final, formatted data.