Applies To Version(s): 4

Overview

The Individual Data Export tool conveniently compiles all data or in a PDF document 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.

This tool can be accessed by navigating to -

v4AdminSite > Site Settings > (Site Administration) Individual Data Export

This feature has been updated to also export individual attendance and communication logs

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 or in a PDF document depending on the option selected and zip file in the Individual's My Documents library.

Individual Data Export System Messages

Once the Export button is clicked, the page has a different button and system messages to let you know the progress of the export.

Processing List: (Name of List)

The system searches each list for any items where the selected Individual is identified in the item(s). The system will log each list and number of rows (items/records) it has found for that Individual. If there are no items on a list for that Individual then the system will not create a log entry.

Zip archive has been created.

This notifies the user that a zip file has been created in the Individual's 'My Documents' library. Note that the contents of the zip file may take a few moments to be placed there.

The system also displays a link to go directly to the Individual's 'My Documents' library folder.

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)

Related Articles

Page:

Reports - Individual Details
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Images and Links Bar
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Navigation Bars v.3
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Contact Management - Organizations v.3.7
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Contacts and Relationships Wizard
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Individual Data Exporting
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Individual Data Exporting
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Make an Individual Active/Deactivate an Individual
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Intake New Clients Wizard Add-On
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Navigation Bar Links - Add and Manage v.3
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Quick Launch - Add and Manage Links
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Program Details Links and Residence Details Links
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Add an Individual from the Contact Manager Using Add to Program or Residence Link
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Create a New List
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Filtered Lists

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