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Creating a Custom Export

Article ID: 780
Last updated: 07 Mar, 2010

Creating a Custom Export Format

Very Important! A custom export is NOT a custom report.

 

What is the difference between a Custom Export Format and a Custom Report?

 

Custom export formats determine what specific details you want a report to contain. Think of it as the columns in a spreadsheet:

 

First Name

Last Name

Street Address

City

State

 

 

 

 

 

 

Creating the Custom Export Format does not perform a database search or fill in the columns.

 

Custom reports fill the data into those columns:

 

First Name

Last Name

Street Address

City

State

Abe

Lincoln

1234 Main St.

Washington

DC

Martha

Washington

44 Front St.

Washington

DC

Ben

Franklin

18 Adams St.

Washington

DC

 

In the Custom Report Generator, you create the target group of records that will be returned. This is the point at which your spreadsheet is filled in.

 

So, your Export Format contains First and Last Name, City, and State.  But the query you ran could be anything: contributors, residents of a certain city, people with a certain code on their record.  Your query results will be returned with the data you selected by creating your Custom Export Format.

 

Ok, now that you understand the difference, let’s create a Custom Export!

 

From the Management menu, select Custom Exports.

 

 

Click on Add Format to create a new Custom Export.

 

You will get a pop-up window.

 

First, you will be asked to name the new format. Pick a name that you will remember like: Mailing List, or Donor Letters.

 

The Layout is either in .csv form (mainly used for excel files) or .txt format.

 

Below Layout, you will see Categories. The category will always default to General, however, you can click on the arrow to see the other categories to choose from.

 

Below Categories, are Available fields. These are the fields available to the category you selected. You can insert the fields you wish to appear in your custom export. Simply select the field you wish to add to your export and click Add.

 

Finally, make sure you save it.

 

Once the custom export is saves, you can go to the Custom Reports menu to create your query and select Type: Export and select Format: Custom Export (Merge File) from your list of reports. When the pop-up window appears, select the custom export you created.

 

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Article ID: 780
Last updated: 07 Mar, 2010
Revision: 1
Views: 414
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