Data Export Setup

(Topic Last Updated On: 02/22/2018)

Administration > Data Export Setup

The Data Export Setup screen can be accessed from the Administration menu. From this screen users have the ability to create data export source types from a system coded list. Users have the ability to customise columns, output formatting, and default parameters for some source types. Other source types are configured to meet an industry standard format, and do not allow for customization. A basic knowledge of Excel and data export formatting is helpful when using this screen.

Field Descriptions

Source Name

This field shows the name of the data export source.

Data Source

This dropdown menu is a system coded list of available data source types.

Columns

If the selected data source allows, the configure button to the right of Columns will be clickable.

Output Options

If the selected data source allows, the configure button to the right of Output Options will be clickable.

Default Parameters

Clicking the configure button here allows the user to customize the default filter properties of the data export.

Description

This field contains a brief description of the data export source.

Output Format

The dropdown menu here contains two options. 'Delimited' or 'Excel'. This selection will dictate the file format of the export.

Available Columns

Found in the Properties section of the Column Configuration pop-up dialog box, this is a collection of all available columns that can be used when customizing the data export source.

Template Columns

Found in the Properties section of the Column Configuration pop-up dialog box, this list displays the selected columns that will be used in the data export when creating a new export source.

Column Name

Found in the Properties section of the Column Configuration pop-up dialog box, this is the system given name of the column selected.

Column Header

Found in the Properties section of the Column Configuration pop-up dialog box, this column name is system defined, but can be customized for the data export source. The column name in this field is how that column header will display in the export.

Value (if Nothing)

Found in the Properties section of the Column Configuration pop-up dialog box, this field is blank by default. Users can enter a text to display in that field if there is no data for that column type for the specific patient. (ie. Enter 'N/A' to display in the export file if the patient does not have any data for the column selected.)

Format

Found in the Properties section of the Column Configuration pop-up dialog box, this dropdown menu contains column specific formatting options.

Sort Priority

Found in the Properties section of the Column Configuration pop-up dialog box, this is a numbered sort priority field allowing the user to set the display order for the selected columns. By default, all columns are set to '0'.

Quote Field

Found in the Properties section of the Column Configuration pop-up dialog box, when this checkbox option is checked, it places quotes (" ") around the data in that column.

Min Length

Found in the Min Length section of the Column Configuration pop-up dialog box, users can enter the minimum length value of the data to display in the selected column.

Padding

Found in the Min Length section of the Column Configuration pop-up dialog box. Users can choose to which side of the data, 'Left' or 'Right', to add additional characters when the data does not meet the minimum length value.

Pad With

Found in the Min Length section of the Column Configuration pop-up dialog box, enter the character to be used when the data requires padding. (ie. #, 0, X)

Max Length

Found under the Max Length section of the Column Configuration pop-up dialog box, users can enter the maximum length value of the data displayed in the selected column.

Trim

Found under the Max Length section of the Column Configuration pop-up dialog box, select the radio-button option to trim the data to the 'Left' or 'Right' to meet the maximum length value for that column.

Grid Columns

Name

This column displays the user entered source name for the data export source type.

Description

This column displays the user entered description for the data export source type.

Create Date

This is the date the data export source type was created.

Data Source

This column displays the data source type.

Column Name

Found in the Column Configuration pop-up dialog box, it displays the name of the column.

Data Type

Found in the Column Configuration pop-up dialog box, this column displays how the data will display in the export. Data types include: Integer, Text, Date, and True/False.

Sort Priority

Found under the Template Columns section in the Column Configuration pop-up dialog box. This column shows the sort order of how the columns will display in the export. By default, all columns are set to '0'. With all sort priorities being set to '0', the columns will display in the top-to-bottom order as they show in the Template Columns section.

Command Buttons

New

Pressing this button makes the data export properties accessible, allowing the user to create a new data export source type.

Edit

After selecting an existing data export source type from the grid, pressing this button will allow the user to make changes to the properties and configurations of that source.

Delete

After selecting an existing data export source from the grid, pressing this button will permanently delete that source.

Configure

There are 3 different instances of this button: Columns, Output Options, and Default Parameters. Depending on the data export source selected, the configure button will be clickable or grayed out. See the procedures section below on 'How To Configure Columns and Output Options'.

Save

Clicking this button will save new or edited data export source type changes.

This button closes the data export setup screen.

Save and Close

Found in the Column Configuration and Default Parameters pop-up dialog box. This key is used to apply changes made to the data export source and closes the pop-up dialog box.

Procedures

How to Create a New Data Export Source
1.) Press the New button. 2.) Enter in a descriptive name for the data export source type in the Name field. 3.) Enter in a description for the data export source in the Description field. 4.) Select the desired Data Source from the dropdown menu. 5.) Choose an Output Format option (Delimited or Excel). 6.) (Optional) If the selected Data Source allows for customizable Columns and/or Output Options, the Configure button to the right of these fields will be clickable. *See 'How to Configure Columns and Output Options' below. 7.) (Optional) If you want to set Default Parameters for how the data is filtered in the export, click the Configure button to the right of the 'Default Parameters' field. a.) In the Default Parameters pop-up dialog box, click the NEW button. b.) Choose the Column from the dropdown menu you want to filter the data by. c.) Select a Condition you want to filter that column with. d.) Enter in the Value you want to filter the data by. Or choose from the given value options. e.) After making your selections, press Save. f.) Repeat step 7 and it's sub-steps to create more default filter parameters. g.) After all parameter selections have been made, click the Save and Close button. 8.) After all selections and configurations have been made, click the SAVE button to add the Data Export to the source list.

How to Configure Columns and Output Options
1.) If the data export source selected allows for customizable Columns and Output Options, the Configure buttons will show as clickable. 2.) To customize the Columns in the data export, click the Configure button to the right of the Columns field. This will open the Column Configuration dialog box. 3.) Select the desired columns from the Available Columns list on the left. Clicking the move button moves the selected column from the Available list to the Template Columns list. Repeat these steps for all columns that need to be included in the export. 4.) To reposition the order the columns will display in the export, select the column name form the Template Columns list. Then use the 'Up/Down' buttons to move the selected column up or down in the list. Repeat these steps for all columns that need to be repositioned. Alternatively, a sort priority can be assigned to each column. 5.) To edit the properties of columns, select the column from the Template Columns list and click the Edit button. 6.) Customize the column properties as needed. Click Save to apply the changes. Repeat this step for all columns in the list that need customization. 7.) After all column selection and customization has been saved. Click Save and Close to apply the changes to the data export source and to close the dialog pop-up box. 8.) To customize the output of the data export, click the Configure button to the right of the Output Options field. This will open the Excel Options dialog box. 9.) Check the formatting options you want to apply to the export file. You have the options to Include Column Header, Append or Prepend Date or Time to the file name, and to select a document subtype from the dropdown. *Document subtypes can be created in the Document Setup screen found under the Administration menu. 10.) After making all desired selections, click the Save button to apply the changes to the data export source, and to close the Excel Options pop-up box. 11.) Finally, click the save button on the Data Export Setup screen to apply all configuration changes made to the data export source type.

How to Edit a Data Export Source
1.) From the grid, select the data export source type that needs to be edited. 2.) Press the Edit button. 3.) Make the needed edits to the export source properties and/or configurations. 4.) Press the Save button to apply changes.

How to Delete a Data Export Source
1.) Select the data export source you wish to delete from the grid. 2.) Press the Delete button. A confirmation dialog box will pop-up. 3.) If you are sure you want to permanently delete the source, click Yes.

Considerations

Create Document Subtypes First

Document subtypes must be created before they can be set as a default document subtype output option. Document subtypes are created using the Administration > Document Setup screen. From that screen, choose the Document Type of 'Data Exports', and add the needed subtypes under that category.

Industry Standard Export Source Types

There are some data source options in the list that are configured using an industry standard format. These options will not have the ability to customize the column configurations. Examples of these options are: CCD Export, Illinois DARTS exports, Lighthouse Export, and Nevada TEDS Extract.