Export to Excel Use Case

Overview

In Version 4, this feature makes exporting data to Excel fast and easy and allows users who don't have access to Site Administration to export data to Excel. Site Administrators can also select which security groups can access this feature. 

For our customers that have upgraded from an earlier version of ShareVision like, V3, 3.5 or 3.7, using this feature provides a fast and easy way to list data to Excel without having to go to List Settings.

Requirements/Dependencies

• To enable the Export to Excel feature:
  • In Site Administration, in View All Lists and Libraries, have a List that you would like to add to a Page.
  • In Configure Portal Settings, have added a PagePart to a Page on a Portal
  • Have completed the set up and configuration of the PagePart Name, Accessible on and Display Name (Review PageParts: Set Up and Configuration for more information.)

• To use the Export to Excel feature:
  • A user name and password to login to your ShareVsion site
  • Your user name added to the Security Group that has been provided access to the the Export to Excel button (if applicable)

Enabling the Export to Excel Button

You will first need to enable the Export to Excel button on the List PagePart for the list that you want to export data from. 

1. In Site Administration, select Configure Portal Settings in the Portals and Pages section:
   
2. Select the Portal where the List PagePart is located. In this example, we will use the Residences Portal.
   
3. Select the page where the PagePart is located. In this example, we will select the Mileage Form:
   
4. Next, select the PagePart for the list that you want to export data from. In this example, the Mileage Form PagePart will be selected:
   
5. In the PagePart settings, select Export to expand the section:

6. With the Export section expanded, select the checkbox next to Export to Excel. 

   About Allow for selected group(s)

   To limit which users can export the list data to Excel, select the group(s) for the users that are allowed to export the data. In this example, you may want only Managers and the Accounting Team to have access to the Export to Excel feature. You would need to select the 2 security groups for those teams in the space provided.

7. Select Save. 
   
   
8. The Export to Excel button is now displayed on the far right of the List PagePart: 

Using the Export to Excel Button

Once you have enabled the Export to Excel button on a list pagepart, it is now ready to be used. 

1. Navigate to the page with the list pagepart that has the Export to Excel button enabled and select the Export to Excel button.
2. An excel file will be automatically created and will appear in the bottom left of the window.
   
   
3. When you select the Excel file, it will open. All columns (fields) with all data listed in the grid on the list pagepart will be included in the exported file. 

Filtering by Date Before Exporting

The example above exported all items in the list pagepart. You can add a Date Filter pagepart to the page which will filter the items in the list pagepart based on the dates entered in the Date Filter and applied to the page. Then, with the Date Filter applied, you can export only the filtered items. 

1. Ensure that your page has a Date Filter pagepart. Follow the steps in the  https://sharevision.atlassian.net/wiki/spaces/SVKB/pages/2033287169/Date+Filter+PagePart+Set+Up+and+Configuration to add the Date Filter, if needed.
   
   
2. Once the Date Filter has been added to the page, navigate to the page and enter a start date and end date to filter the items in the list. In this example, the Date Filter will filter the items based on the Submitted Date. Only the Mileage Form data for the 1st quarter of the year (January, February and March) will need to be exported. 
3. In the Show items from 1/1/2023 was entered and 31/3/2023 was entere in the to field. 
   
   
4. Select the Apply button. 
   
   
5. Only the items for the date range entered in the Date Filter will be displayed in the grid 
6. When you select the Export to Excel button, only the items displayed in the grid will appear in the Excel file.  

Filtering by Columns (Fields) Before Exporting

Special Note: Exporting a Large Number of Fields

Creating a Page for Exporting to Excel