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. 
4. When Exporting to Excel, all items will be exported even if the list of items spans multiple pages. For example, in the screen print below, the pagepart is set to display 5 items per page. When the Export to Excel button is selected, all 9 items in the list will be exported. 

Column Formatting in Exported Excel File

Date and number columns exported to Excel from a List PagePart will have the same formatting in the Excel file. Currency columns will be formatted as text in Excel but can be changed to the currency format in the Excel file by the user. 

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 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

You can also filter the list items in the grid for each column. Then the filtered items can be exported to Excel. You will need to filter the items in the grid by one or more columns. In this example, we only want to export the Mileage Forms for the ShareVision Administrator. 

1. Select the filter icon next to Staff Person 

2. You will need to select a filter option from the list. Hint: Select the triangle (arrow) to access the options which include: Contains, Is equal to, Is not equal to, Starts with

   Multiple Filters

   While this example demonstrates one filter, you can filter multiple columns and also use the Date Filter on the page to limit the items listed in the grid. 

3. Next either enter or select the value for the filter. 
   
   
4. Lastly, select Filter. 
   
   
5. The grid will refresh and only the items that meet the filter criteria will be displayed. Any column with a filter applied will be orange.
6. When you select Export to Excel only the filtered items will be exported. 
7. To remove a filter on a column, select the filter you would like to remove and then select Clear.

Special Note: Exporting a Large Number of Fields

In the above examples, only a few columns (or fields on the form) were exported. For forms with many fields (lists with many columns), you can add all or almost all of the columns (fields) to the list pagepart and then export the list items to Excel. In this example, the organization wants to analyze their mileage expenses. For this analysis, they need to review which staff are travelling, where they are travelling to and how often.  

The Mileage Form has sections for 10 separate trips that can be tracked on the form. 

They would like to include the fields for each of the 10 sections on the form in the Export to Excel. 

1. They will first need to add all of the fields that need to be exported to the list pagepart: . In Portal Settings, they will need to select the pagepart. Note: For more information about setting up List PageParts, please review this knowledge base article.
   
   
2. Next, select the Fields section to expand it. 
3. Scroll down and select the Edit Fields button. 
4. For each field on the form that you would like to Export to Excel, select the field and drag it to the PagePart Fields section on the right side of the window. Hint: You can also double click on the field to move it to the right side. 
5. With the number of fields added to the list pagepart, you won't be able to set the Field Width (%) for all of the fields. We recommend that you set it for some of the fields and typically the fields listed at the top of the list pagepart fields section.
6. Save the changes to the list pagepart settings. 
   
   
7. Navigate to the page with the list pagepart you just updated. You will notice that for the fields where you set the field width, you can easily view the headings and the item data. For the other fields, on the right side of the list pagepart, they are not visible. 
8. Select the Export to Excel button. 
9. When you open the Excel file, all of the fields that were added to the list pagepart will be added to the Excel file. Scroll to the right to view them. 

Suggestion: Create a Separate Page for Exporting to Excel

While being able to add more fields that what can be properly displayed on a list pagepart is nice to have, it doesn't make for a good user experience. We recommend limiting the number of fields that are displayed on a list pagepart so that it presents the list items cleanly and concisely:

For the users that will need to export more fields from the form, create another page and use Page Permissions to make this page visible to those users. Refer to Pages: Set Up and Configuration for more details. On this page, the list pagepart can have mulitple fields on the list pagepart for exporting to Excel:

Video

Watch the video to learn more!