Create Export Template

Create Custom Templates

Custom Templates allow users to define reusable export configurations based on their business requirements. Templates can be created for a single record type or for multiple record types, enabling users to quickly perform future exports without reconfiguring the export settings.

To create a Custom Template:

1. Navigate to Administration → Data Administration → Export.
2. Open the Templates tab.
3. Click + Create Template.

The Create Export Template dialog opens.

Configure the Template

Provide the following information to create the export template.

Export Template Name

Enter a unique and descriptive name for the export template. This name is displayed in the Custom Templates list and helps users easily identify the template for future exports.

Record Type

Select one or more record types to include in the template.

• Supports multi-selection, allowing a single Custom Template to be created for multiple record types.
• Use Select All or Unselect All to quickly manage record type selection.
• The selected record type(s) determine the available Template Library entries, filters, and export fields.
• When multiple record types are selected, the template can be used to perform bulk exports for those record types.

Description

Optionally enter a description that explains the purpose of the template. A meaningful description helps users distinguish between templates with similar names.

Select Template from Library

Select one or more templates from the Template Library.

• The list displays templates created using the Template Builder in the Case Management module.
• The available templates are filtered based on the selected Record Type(s).
• Multiple templates can be selected, provided they are compatible with the selected record type(s).
• The selected Template Library templates determine the Template Columns that will be included in the exported file.

Note: Only Template Builder templates with the Consider for Export option enabled are available for selection in the Template Library. If a template is not marked as Consider for Export, that template cannot be used for an export through the Export module until the option is enabled. This ensures that only templates explicitly designated for export are available for creating Custom Export Templates.

Export Format

Select the default export format that will be used whenever this template is used for exporting data.

Supported formats include:

• CSV
• XLSX
• JSON

Default Columns

The Default Columns section displays the fields that will be included whenever the custom template is used to export data.

The available fields are organized into two sections:

Default Columns

Displays the standard system-defined fields that are automatically available for the selected record type(s). These include common metadata such as Case Number, Case Name, Record Owner, Status, Created On, Updated On, Classification, and other system fields.

Users can select or clear individual default columns based on their export requirements. Only the selected columns are included in the exported file.

Template Columns

Displays the fields inherited from the selected Template Library template(s). These fields are defined in the Template Builder and represent the data captured within the selected templates.

Users can select or clear individual template fields to control which data is included in the export.

• When multiple Template Library templates are selected, the Template Columns section displays the combined fields from all selected templates.

• Users can choose the required fields from the combined list, allowing them to exclude any fields that are not required in the exported file.

Note: Only the columns selected under Default Columns and Template Columns are included in the exported data.

Save the Template

After entering the required information, click Save Template.

The Custom Template is saved and becomes available in the Custom Templates list. It can then be selected when creating an export, allowing users to reuse the predefined record types, columns, and export format without configuring them again.

View Custom Templates

Users with Administrator and Super Administrator privileges can view and manage the Custom Templates created in the system. Administrator can view template details and can modify the template configuration.

To view a Custom Template:

1. Navigate to Administration → Data Administration → Export.
2. Open the Templates tab.
3. Locate the required Custom Template.
4. Click View.

The View Template dialog displays the complete template configuration, including:

• Export Template Name
• Record Type(s)
• Description
• Selected Template Library template(s)
• Default Export Format
• Default Columns selected for export
• Template Columns selected from the Template Library

The selected columns are displayed exactly as they will appear in the exported file, allowing users to verify the template configuration before using it.

Delete a Custom Template

Users with Administrator or Super Administrator privileges can delete a Custom Template directly from the View Template dialog.

To delete a template:

1. Open the required Custom Template using the View option.
2. Click Delete Template.
3. Confirm the deletion when prompted.

The template is permanently removed from the Custom Templates list and is no longer available for future exports.

Note: Only Custom Templates can be deleted. System Templates are predefined by the application and cannot be modified or deleted.

Edit Custom Templates

Users with Administrator and Super Administrator privileges can edit existing Custom Templates to update their export configuration. This allows templates to be modified as business requirements change without creating a new template.

To edit a Custom Template:

1. Navigate to Administration → Data Administration → Export.
2. Open the Templates tab.
3. Locate the required Custom Template.
4. Click Edit.

Use Custom Templates

The Use option allows users to export records using a previously created Custom Template. Custom Templates save frequently-used export configurations, including the selected record type(s), export format, and selected columns, eliminating the need to configure these options each time an export is performed.

To use a Custom Template:

1. Navigate to Administration → Data Administration → Export.
2. Open the Templates tab.
3. Locate the required Custom Template.
4. Click Use.

The Create New Export dialog opens with the selected Custom Template automatically loaded.

Configure the Export

The following settings are populated based on the selected Custom Template.

Record Type(s)

Displays the record type(s) configured in the Custom Template.

• If the Custom Template was created for a single record type (for example, Case), the export is limited to records of that type. 
• If the Custom Template was created for multiple record types (for example, Case, Subject, and Forms), the export is treated as a bulk export, and data for each selected record type is exported according to the template configuration. 
• When the selected record type or record type combination has one or more compatible Custom Templates, they are displayed in the Select Export Template list. The template selected through the Use option is loaded automatically, and users can choose another compatible Custom Template from the list if required. 
• If no compatible Custom Template exists for the selected record type(s), or if the user chooses not to use a Custom Template, OWL automatically falls back to the corresponding System Template(s) for those record type(s). This ensures that the export can still be performed using the predefined system columns and configuration.

Export Template

Displays the selected Custom Template that will be used for the export.

Filters

Apply filters to export only the required records.

• If no filters are applied, all records for the selected record type(s) are exported.
• If filters are applied, only records matching the specified criteria are included in the export.

• When multiple record types are configured in the template, only the common filter fields available across the selected record types are displayed.

Columns

The Columns section displays the fields that will be included in the export when the selected Custom Template is used. These fields are based on the configuration defined when the template was created or last updated.

Default Columns

Displays the system-defined fields that were selected when the Custom Template was created. These fields represent standard record information and metadata that are available for the selected record type(s).

Only the Default Columns selected in the template configuration are included in the export.

Template Columns

Displays the fields selected from the Template Builder templates associated with the Custom Template. These fields are inherited from the templates selected in the Template Library during template creation.

Template Columns represent the business-specific or form-specific data captured within the selected templates and vary depending on the template configuration.

Only the Template Columns selected in the Custom Template are included in the exported file. When multiple Template Library templates are associated with the Custom Template, the export includes the combined set of selected Template Columns from all associated templates.

Export Format

Displays the default export format configured in the Custom Template.

Supported formats include:

• CSV
• XLSX
• JSON

Submit the Export

After reviewing the configuration and applying any required filters, click Submit Export.

The export request is processed in the background, allowing users to continue working while the export is generated.

After an export job is submitted, it is processed in the background and can be monitored from the Export dashboard.

The Export Job History section displays all export requests along with details such as:

• Job ID
• Record Type(s)
• Template Name
• Export Format
• Job Status (Pending, Running, Completed, or Failed)
• Progress
• Number of Records Exported
• Export File Size
• Created By
• Created On

Once processing is complete:

• The export job is listed in the Export Job History.
• An email containing a secure download link is sent to the requesting user and any configured recipients.
• Clicking the download link downloads a ZIP file containing the exported data. Users must extract (unzip) the ZIP file to access the exported records.
• If the export is generated in XLSX format, the downloaded workbook is password protected. The password required to open the workbook is included in the email along with the download link.

Schedule Export Using a Custom Template (Optional)

Instead of generating an export immediately, users can automate recurring exports by selecting the Schedule Instead option.

When Schedule Instead is enabled, additional scheduling options become available.

Schedule Configuration

Configure the following details:

• Start Date – The date on which the scheduled export begins.
• End Date – The date on which the scheduled export ends.
• Frequency – Select how often the export should run:
  • Daily
  • Weekly
  • Monthly
• Time – Specify the time at which the export should be generated.
• Delivery Method – Choose how the exported file will be delivered (Email).
• Recipients – Select one or more users within the organization who should receive the exported file.

After completing the required fields, click Submit Export to save the schedule.

OWL automatically executes the export according to the configured schedule using the selected Custom Template. Each scheduled export is processed in the background without requiring user intervention. Upon successful completion, the designated recipients receive a notification indicating that the export has been generated. Users can then log in to OWL, navigate to the Export tab, and use the Email Download Link option to receive a secure email containing the download link for the exported file.

Scheduled Export Dashboard

All scheduled exports are displayed in the Scheduled Exports tab.

The dashboard provides details such as:

• Scheduler ID
• Template Name
• Frequency
• Next Run
• Last Run
• Status
• Created By / On
• Last Updated By / On

Users can monitor the status of scheduled exports and view the next scheduled execution. Each time a scheduled export runs successfully, the configured recipients receive an email notification. The exported file can also be accessed from the Export Dashboard after the job has completed.

Sample CSV Report

The following example illustrates a CSV report generated by the Export module. The report contains the exported records based on the selected record type(s), template, filters, and export configuration. Each row represents an individual record, while each column corresponds to a field included in the export. CSV reports can be opened using spreadsheet applications such as Microsoft Excel, Google Sheets, or any application that supports the CSV file format.

Sample XLSX Report

The following example illustrates an XLSX report generated by the Export module. The report contains the exported records based on the selected record type(s), template, filters, and export configuration. Each row represents an individual record, while each column corresponds to a field included in the export. The report can be opened and analyzed using spreadsheet applications such as Microsoft Excel or other applications that support the XLSX file format.

Note: When XLSX is selected as the export format, the generated workbook is password protected to ensure data security. The password required to open the workbook is sent to the recipient via email along with the secure download link for the exported file.

Sample JSON Report

The following example illustrates a JSON report generated by the Export module. The report contains the exported records based on the selected record type(s), template, filters, and export configuration. Each record is represented as a structured JSON object containing field names and their corresponding values, making the data easy to integrate with applications, APIs, and other systems that consume JSON data.

JSON reports are commonly used for data exchange, system integrations, application development, and automated processing, as they preserve the hierarchical structure of the exported data in a machine-readable format.