Individual Data Exporting
Applies To Version(s): 3, 3.5 & 3.7
Overview
The Individual Data Export tool conveniently compiles all data and files of an Individual into a spreadsheet of data and zip file of documents. This is particularly useful when an Individual's records are required by provincial/federal authorities or an agency the supported Individual is being transferred to from your organization.
How to get there
This tool can be accessed by navigating to -
Site Actions (tab) > Site Settings > (Site Administration) Individual Data Export
Parameters Screen
Individual = Select Individual (this dropdown only displays Individuals – based on [Profile]).
Data File Title = Name your output file
File Format = Choose either excel (each list becomes a sheet within workbook, with rows of items for that Individual) OR list data in a pdf (while only searchable via pdf reader (in-app) text search)
Export "My Documents" Files? = if yes/checked, then all docs, incl. folders, within the Individual's My Documents library, is zip archived.
'Export' button = copies data and places excel file and zip file in the Individual's My Documents library.
Individual Data Export System Messages
List Title (name) Character Substitutions
When exporting list data to a Microsoft Excel workbook, list names longer than 31 characters are truncated, removing any characters after the 31st character. To circumvent any data export issues the INDIVIDUAL DATA EXPORT tool will substitute list name characters on the Excel tab title as listed in the table to the right.
Description | Character(s) | Substitution |
Text characters | Archive | ARC |
Text characters | Daily | DLY |
Text characters | Individuals Information | INDINFO |
Text characters | Information | INFO |
Text characters | Individual | IND |
Text characters | QuickStart | QS |
Text characters | Communication | COMM |
Text characters | Announcements | ANC |
Text characters | Fact Sheet | FS |
Text characters | Program | PRG |
Text characters | Residence | RES |
Text characters | Assessments | ASMT |
Text characters | Occurrence | OCC |
Tilde | ~ | (removed)* |
Hash | # | (removed) |
Percent | % | (removed) |
ampersand | & | (removed) |
Star | * | (removed) |
Colon | : | (removed) |
Less than | < | (removed) |
Greater than | > | (removed) |
Question mark | ? | (removed) |
Forward slash | / | (removed) |
Backward slash | \ | (removed) |
Double Forward Slash | // | (removed) |
Left Curly Bracket | { | (removed) |
Right Curly Bracket | } | (removed) |
Bar | | | (removed) |
En dash | - | (removed) |
space | (space) | (removed) |
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