In the Case module, manual exports can be performed based on a search result from your selected form. The search result can be exported in XLS, TXT, or XML format.
Note: Attached images and files are not included in this export and must be downloaded manually if needed.
Search for Cases
Start by performing a search in the form from which you want to export data. You can choose to display all cases in the form by not specifying any search criteria. Alternatively, you can define one or more search criteria to narrow down the results, for example, by specifying a date range for your search.
The export you select will then include the cases from the search results.
Define Your Export Content and Download the Export
An export configuration specifies only which fields will be included in each case. This means that the export configuration does not determine which cases will be exported; instead, it is the search query that dictates this. In summary, while the search query defines which cases are included in the export, the export configuration determines which fields from those cases will be included.
To create or perform an export, select Export Search Result (A), in the search result window.
- If no export has been defined previously,
you will see the message "There are no created exports.” You will then need to create an export by clicking the + symbol (B). In the next dialog box, you can: Name the export (1), Select the export format (2), and Choose which fields from the form should be included in the export (3).
There is no limit to the number of exports you can define, allowing you to create multiple exports with different data selections from the same form. - Once you have defined at least one export, you can export the search results by clicking the name of the export (C). All users with access to the form can use the defined exports, regardless of who created them.
If you wish to edit an export, click the pencil icon (D). As an administrator in the Case module, you have the right to edit and delete all saved exports, regardless of who created them. Other users can only edit and delete the exports they have created themselves.
Note on Repeating Fields
- If the form does not include any repeating fields, the export will have a single section where you can add your selected fields.
- If the form includes repeating fields, each of these fields will appear in its own section, with a heading corresponding to the field name in the form.
- Since there may be a large number of repeating fields per case, these fields will always be placed on separate rows in the export. This setup allows for easy linking and grouping of data in most programs using the case number field as a reference.
Last updated: 22 November, 2024