Exporting Lists (Clients, Documents, Jobs, Tasks)

In the Clients, Documents, Jobs or Tasks lists, you can use CSV Export function to export the list that is currently displayed as a .CSV file (Comma Delimited) which you can then open in Excel.

The Jobs lists can also be exported as an .xlsx file using the Excel Report function. The Excel spreadsheet is created as a document in FYI and the exported list can then be opened in Excel. When opening the .xlsx file in Excel it is fully formatted. 

To create a report that can be exported to CSV or Excel, create a customised View by adding/removing columns and setting filters. Save the view and export the list when required. For example, you could create a New Clients list, filtered by the "Created On" date. Refer to Saving Changes to the View Layout, Modifying and Deleting Views

Exporting a List as a .CSV file

  1. Display the Clients, Documents, Jobs or Tasks list that you want to export.

  2. The Export will include the columns and the data that is currently displayed in the list.
    If required, first add or remove any columns, make any searches, and set any filters and sort sequence. The columns are exported in a set order, but if you need these in a different order you can change this in the file that is exported.

  3. Click the View Tools button which is at the end of the column headings, on the right-hand side of a list.
    Note: The View Tools are not available if an item is ticked to select it in the list.

    In the Documents lists, the View Tools display as follows.

    2283_View_Tools_without_Excel.gif

  4. Select the CSV Export option.

The .csv file is added to a folder locally and a link to the downloaded file also shows at the bottom of your browser.

This folder the exported list is added to can be specified in your browser settings (for example, in Chrome this is under Settings - Advanced - Downloads). The default for this is usually your Downloads folder. In the browser settings you can also set whether or not a prompt displays to select the download location (for example, in Chrome, this is the setting "Ask where to save each file before downloading").

You can export up to 10,000 rows. If there are more than 10,000 rows the following message displays. You will need to change what is currently displayed in the list, for example by applying a search or a filter.

682_Export_CSV_Too_may_rows.gif

Note: In a Jobs list, if Grouping has been applied (refer to Grouping Jobs Lists) you cannot export the list as a .csv file and the following message displays.

2265_Export_Grouped_List_cannot_export_CSV.gif

Exporting a Jobs List as an Excel Spreadsheet - Excel Report

For Jobs lists, the View Tools also includes the option Excel Report. This creates a Spreadsheet document in FYI from which the exported list can be opened.

  1. Select the Jobs View that you want to export.

  2. The Export will include the columns and the data that is currently displayed in the list.
    If required, make any searches and set any filters. You can add, remove or move any columns.
    The columns are exported in the order in which they display in the list.
    You can change the sort on a column. The data is exported in the sort order in which it displays in the list.

  3. Click the View Tools button which is at the end of the column headings, on the right-hand side of a list.
    Note: The View Tools are not available if an item is checkmarked to select it in the list.

    The View Tools display as follows.

    2263_New_Lists_Jobs_List_View_Tools.gif

  4. Select the Excel Report option.
  5. The Import drawer displays.

    2510_Excel_Report_Drawer.gif

  6. Select the Client and filing details. Any settings for the default Cabinet, categories and Job (if relevant) are applied. Refer to Setting Filing Defaults for a Client.

    If you use Excel Report from the Client - Jobs tab, this automatically sets that client name.

    The Name of the spreadsheet and of the Spreadsheet document in FYI is set as the name of the currently displayed View. You can change the name of the Spreadsheet document in FYI if required.

    The Advanced section can be used to change the Owner, Filing Status and Workflow.
    If you set the Filing Status to "Draft", this will send the Excel Report document to your In Tray.
    If you set Remember selections to "On", the Advanced settings are redisplayed with the same configuration the next time you use the Excel Report.

    2511_Excel_Report_Drawer_Completed.gif
  7. When the filing details have been selected, click Create.

The Excel Spreadsheet is added as a document in FYI.

2512_Excel_Report_Added_as_Document.gif

The following is an example of the exported Excel Spreadsheet when it is opened.

Any Filters that were applied to the View when the export was produced are displayed in the Excel Spreadsheet.

Important Note: The Client Group, Client and Name (such as the Job Name) are hyperlinks in the exported Excel file and these may only display after clicking Enable Editing in Excel.

2513_Excel_Report_Opened_in_Excel.gif

After clicking Enable Editing in Excel, any hyperlinks display.

2514_Excel_Report_After_Enable_Editing_in_Excel.gif

Exporting a Jobs Lists with Grouping as an Excel Spreadsheet

In a Jobs list, if Grouping has been applied, when you export the list as Excel the Grouping is reflected in the exported file. Refer to Exporting a List that is Grouped in Grouping Jobs Lists.

Exporting Time Values

When exporting lists with Time, for example, Estimated Hours, the value is exported as a decimal number. This allows users to perform calculations in Excel.

The Time column cells can be formatted and rules put on the number of decimal places shown.

In the example below, the Estimated, Actual, and Variance columns have been set to a "Number" format with 2 decimal places.

2882_Lists_Excel_Export_Time.gif

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