Manage Exports

The manage exports tab allows you to create and edit export options for your form data. From the
main tabs at the top of the screen, select Admin, then Manage Exports.

mceclip0.png

Exports Table

Existing exports are displayed in the table. Selecting any of the column headings will sort the table, first into ascending, then descending order. An arrow appears to the right of the column heading, indicating the current sort order for the table.

You can also filter the exports by type, i.e., All, Routine, Email, Notification etc, using the dropdown list box next to the Type column heading.

Name: Selecting the export name lets you edit the selected export’s options.
Type: There are eight different export types available. These are detailed below.
Created: This column indicates when the export was created.
Updated: This column indicates when the export was last updated.
Default: This column indicates which, (if any), export is the default. Defaulting an export option makes it easier to select from the Template Exports screen.
Delete: Selecting the delete button, deletes the export. You will be required to confirm this action.

Searching

Type all or part of the export Name in the search area to filter out any exports whose names do not
match the search criteria.

Ad-Hoc Reports

Select the green, Ad-Hoc Reports button to generate On-the-fly reports against published templates. You can also view log details of previously generated reports here.

mceclip1.png

To create a new Ad-Hoc report, select the blue Create New Report link at the top of the page. The Create New Report screen will display.

mceclip2.png

Please choose a template – Select a template to run your Ad-Hoc Report against. Only published templates are available in the list.
Report format – CSV is the only option currently available to use for Ad-Hoc Reports.
Include in progress forms – You have the option of including both submitted (by default) and in progress forms.
Prefer field aliases’ as opposed to full names – Select this option to display alias names as opposed to the fully qualified field name, as column headings on the CSV output file.
Only include fields with aliases – Selecting this option will filter out of your report, any fields that do not have an alias name. It will still show the fully qualified fields names for these fields on your report, unless you also select the, “Prefer field aliases’ as opposed to full names” option.
Include form Meta data, location, times etc. – This option includes the geolocation and date/time that the form was started and the date and time it was submitted.
Date range – Reports are able to be run for the last 30 days only.

When you have specified your report parameters, select the green, Queue report button at the bottom, right of the screen.

Export Types

There are eight export types. To see them displayed, select the green, Create new Export button:

mceclip3.png

● Routine to create a new export Routine that groups multiple export options together.
● Notification to create a new email notification option. This sends an email without attachments.
● Email to create a new email export option that contains one or more attachments.
● FTP/SFTP to create a new File Transfer Protocol (FTP) or Secure File Transfer Protocol (SFTP) export option. For time sensitive exports, this is a better option than an Email export.
● WebHook to export to a Web service. This is an additional service and not a standard export.
● Dropbox to export to a Dropbox location. To enable this export please contact support.
● BIM360 to export to Autodesk BIM360. This is an additional service and not a standard export.
● Custom exports are those created by DFSL to provide bespoke export functionality (view only).

Please note:
If Formworks is unable to export data, for example due to a web service or FTP site being unavailable, or an email address not existing, the system will retry five times before giving up. The time period between each retry is two minutes, multiplied by the number of failed attempts. For example, if the first attempt fails, it will wait two minutes before retrying. If this attempt fails, it will wait another four minutes before retrying, then another six minutes, etc. After this period, you will need to manually re-export the form data. From the Export History tab of the Admin page, filter by Export Status to ‘Failed’ and then Re-Export Data against the specific form data submission.

If a form was submitted prior to an export being allocated against the template, you cannot then allocate an export, and use the re-export option. The export will run however, if the form is resubmitted on the device or via webform.

Export Routines

Each export can only accommodate one export type, i.e., Form layout PDF, CSV, XML etc. You use Export Routines to group exports together in a routine. This means you can export multiple documents, to multiple locations, per template, when a form is submitted.

mceclip4.png

To create a new Export Routine, select Admin, from the main menu tabs. Then select Create new Export, then Routine. The exports available to incorporate into your routine are displayed on the right.

mceclip5.png

● Enter a name for your export.
● You can filter the listed exports by entering text in the “Filter exports by name” field.
● You can also filter exports using the Filter export by selected. There are three options:

Show all - Lists all available exports. Incorporates filter.
Show only selected - Lists only exports included in the routine.
Show only non-selected - Lists exports not in the routine. Incorporates filter.

Notification

An option to notify users by email, that a new form has been submitted can be created in the Manage Exports tab. This option only generates a notification, and does not include any attachments. You can include data from fields on your forms, within the Subject line and body of the email. For example, a company reference number and client name entered on a form can become part of the subject line of the email, to assist in filing and sorting emails.

mceclip6.png

You can include data from fields on your forms, within the Subject line and body of the email. For example, a company reference number and client name entered on a form can become part of the subject line of the email, to assist in filing and sorting emails.

Use the [form.SubmittedBy] instruction to export to the device user’s email address.

1. From the main Admin tab, select Manage Exports
2. Select the green Create new Export button.
3. Select Notification. The Notification (Email) window is displayed.
4. Enter the export name and email address(s). You can enter multiple email addresses if you
separate them with the comma (,) character.
5. Select the green Save button. The Notification export option is created.

Email

An option to export form data via an email can be created in the Manage Exports tab. The data can be exported as JSON, CSV, XML, various PDF layouts and either a Word (now deprecated) or Excel template.

mceclip7.png

You can include data from fields on your forms, within the Subject line and body of the email. For example, a company reference number entered on a form can become part of the subject line of the email.

You can also take the value of an element on your form as the email address. You include form element data by enclosing the fully qualified element name in square braces, for example [Page1.Section1.EmailAddress]. You cannot use element Alias names. Use the [form.SubmittedBy] instruction to export to the device user’s email address.

1. From the main menu, select the Admin tab, then Manage Exports
2. Select the Create new Export option.
3. Select the Email option from the list of export types.
4. Export name - Enter a descriptive name for the export.
5. Enter the email address of the recipient. You can either type in a literal email address, or take the value from a field within the form, or the device user’s email address. If you wish to export PDFs to more than  one email address, separate them with either the comma (,) or the semicolon characters (;).
6. Subject and Body values. Both the email Subject area, and the email body, can contain both literal values and the values from fields within the submitted form, by enclosing the fully qualified field name, within square brackets. You can combine free format text with element values, so the instruction: Client: [Page1.Section1.Client] would be acceptable. You cannot use element Alias names for this. You should try to keep your Subject values a reasonable length, as long Subject field values can cause problems with some email systems.
7. Export Type – Select the file export type, by default this is set to PDF (Form Layout). Please note you cannot include multiple export format options, within a single export. Use an export routine, to export different export formats simultaneously. For example, both PDF and CSV files. You can specify the name format of output files, based on fields contained within your forms. Please refer to the section Formatting PDF output file names for details.
8. Only include Datanames - this option only applies to the JSON export type, where the file will
only contain fields that contain a Dataname.
9. Use field alias names as headers – this option only applies to CSV files, and where available, alias
names will be used instead of fully qualified field names.
10. PDF Suppression is linked to the Template Designer window. Against every element you will have the option of selecting three levels of PDF suppression. For example, to suppress the PDF output
of elements for this particular export, you could place a tick in the “A” box against the element, in the Template Designer, then place a tick against the “A” box in the export.
11. Print Photo Time and Checkbox Style - These options affect the appearance of checkboxes and photos on PDF output. The standard output is for photos not to be date/time stamped and for a selected checkbox to display a solid square. But you can also indicate a selected checkbox with a cross or a tick, as shown here:
mceclip8.png
mceclip9.png
12. Export as a zip instead of individual files – will combine the output files as a single zip file.
13. Include label text with all form data – this option only affects CSV and XML output and is not available with PDF outputs. With CSV output, it places label text into a third line on the CSV file. With XML, it causes the ‘friendly’ names of fields to be included with the attributes for each field. Labels will ALWAYS be included in the PDF output.
14. Include embedded images with all form data – select to include template embedded images with
exported form data. Only available with XML with linked media option.
15. Add attachments as secure links - generates an email containing secure links to individual output files. See the details below on this option and Secure Links.
16. Save button – Select to create the export.

Secure Links

This option is only available with Email exports. An emailed link is used to gain access to output files.

mceclip10.png

mceclip11.png

Export Formats

A number of different export types are available. The CSV and XML options are self-explanatory, however, it is worth noting that if you prefill forms, the first, unique column in the prefill upload, ‘Your Reference’, appears on both CSV and XML output files as the ‘Reference’ column, and the form reference text, as it would appear on the Export History and Formworks applications menus, is included in the CSV output’s ‘Description’ column.

Selecting CSV, XML and JSON will change the appearance of the export screen. For example, you will not have the option of suppressing elements unless you select PDF output, and you will not have the option of using Alias names as column headers unless you select CSV output.

mceclip12.png

JSON
Select this option to produce a text output file, formatted as JSON. An 'Only Include Datanames' option is available, which will only include fields within a template that have been given Datanames in the file.

PDF (List layout)
This option produces a simple columnar listing, with the field name displayed on the left, and the value for the field on the right. Paragraph fields display slightly differently. Because paragraph fields normally contain more text, the name of the field displays on one line, and the content starts directly beneath, spanning the entire width of the page. This reporting format option does not support Tables elements. These require the Form layout option.

PDF (Form layout)
The PDF (Form layout) option produces a PDF document that looks the same as the form appears on
the Formworks Template Designer and the iPad. You can display photos, enlarged at the end of the PDF output by including a text box named PDF_Show_Images on the Formworks template. This element could be set to hidden for appearance.

You can suppress the additional meta-data table that is produced at the end of the PDF report by including a text box with its name property set to 'PDF_No_Metadata'. The title is irrelevant, but the name must be an exact match. Again, this text box element could be set to hidden. The Form layout option is required to view Table elements on your PDF output.

You can control the formatting of dates on the output PDF by placing a text box on the template with its Title property set to __DateFormat. You then place a line similar to the following in the template’s OnStart event, where DateFormat is the text box’s Alias: DateFormat.value = "dd/MM/yyyy".

Word template (this option is no longer available)
This option tells the export routine that you intend to allocate a previously uploaded Word template. You select the exact Word template in the Template Exports tab. The Formworks v2 Word Template Designer guide provides details on how to create a Word template using our Word Add-In application.

Excel template
Use this option to indicate that you intend to allocate a previously uploaded Excel template in the Template Exports tab. You cannot actually select the Excel template at this point, just indicate that you intend to use one. Note: The Excel template export feature is an additional, licensable option, not included within the standard Formworks system licence. Full details of this feature are included later in the guide.

Was this article helpful?
0 out of 0 found this helpful

Need further help? Contact our Support Team