Export and Bulk Export

  • Updated

Before creating an export, users can choose to export records using a System Template or a Custom Template. Users can export a single record type or select multiple record types to perform a Bulk Export in a single request.

Export refers to exporting records for one record type. Bulk Export refers to exporting records for two or more record types together, using the same export job.

Export Dashboard

The Export Dashboard provides a centralized view of all export jobs created within the system. It allows users to monitor the progress of export requests, view their status, and access completed exports.

The dashboard displays the following information for each export job:

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

From the Export Dashboard, users can:

  • Create a new export.
  • Search and filter export jobs.
  • Monitor the status and progress of export requests.
  • Refresh the dashboard to view the latest job status.
  • Access the Actions menu to send an Email Download Link for completed exports.
  • Remove completed or unwanted export job entries from the dashboard.

Once the export is complete, users can select Email Download Link to receive an email containing a secure link to download the exported data file.

Create an Export Using a System Template

To create an export using a System Template:

  1. Navigate to Administration → Data Administration → Export.
  2. Open the Export tab.
  3. Click + New Export.
  4. Select the required Record Type(s), then choose the corresponding System Template from the Select Export Template dropdown.
  5. Based on the selected System Template, the default columns are displayed automatically. Users can deselect any fields they do not want to include in the exported report.
  6. Apply Filters to export only the records that match the specified criteria (Optional).
    • If no filters are applied, all records for the selected record type are exported.

  7. Select the required Report Type.

  8. Select the required Export Format:
    • CSV
    • XLSX
    • JSON

  9. Select the required Recipients for export notifications. Only the selected recipients will receive notifications related to the export.

  10. Click Submit Export.

Create an Export Using a Custom Template

To create an export using a Custom Template:

  1. Navigate to Administration → Data Administration → Export.
  2. Open the Export tab.
  3. Click + New Export.
  4. Select Record Type
  5. From the Export Template dropdown, select the required Custom Template. The Default Columns and Template Columns configured in the selected template are automatically loaded for the export.
  6. If only one record type is selected and no existing Custom Template is selected, OWL automatically creates a new Custom Template based on the selected record type and columns. This automatically generated template is used for the current export and cannot be reused for future exports.

  7. Based on the selected Custom Template, the default columns are displayed automatically. Users can deselect any fields they do not want to include in the exported report.
     

  8. Apply Filters to export only the records that match the specified criteria (Optional).
    • If no filters are applied, all records for the selected record type are exported.

  9. Select the required Report Type.

  10. Select the required Export Format:
    • CSV
    • XLSX
    • JSON

  11. Select the required Recipients for export notifications. Only the selected recipients will receive notifications related to the export.

  12. Click Submit Export.

Create a Bulk Export Using a Custom Template

A Custom Template allows users to export records using a predefined set of columns configured during template creation.

To create a bulk export using a Custom Template:

  1. Navigate to Administration → Data Administration → Export.
  2. Open the Export tab.
  3. Click + New Export.
  4. Select more than one record type

  5. From the Export Template dropdown, select the required Custom Template, if one is available for the selected record types.

    -> When a Custom Template is selected, the export uses the Default Columns and Template Columns configured in the template.


    -> Alternatively, select multiple record types and manually choose the columns required for export. If no compatible Custom Template is selected, OWL automatically creates a new Custom Template based on the selected record types and columns. This automatically generated template is used for the current export and cannot be reused for future exports.
     

  6. Apply Filters to export only the records that match the specified criteria (Optional) .
    • If no filters are applied, all records for the selected record type are exported.

  7. Select the required Report Type.

  8. Select the required Export Format:
    • CSV
    • XLSX
    • JSON

  9. Select the required Recipients for export notifications. Only the selected recipients will receive notifications related to the export.

  10. Click Submit Export.

Downloading Completed Exports

  • The export request is processed in the background, allowing users to continue working while the export is generated.
  • Once the export is complete, it is listed in the Export Job History.
  • From the Actions menu, click Email Download Link.
  • An email containing a secure download link is sent to the configured recipients.
  • Clicking the link downloads a file containing the exported data.
  • For exports in XLSX format, the downloaded workbook is password-protected. The password required to open the file is included in the email.