Exporting Records Standard Method (Classic)

Important: This topic is for the Classic Record experience. To view the content for the Next Generation Record experience see Records. For information on Classic experiences, see Archer Classic Experiences.

You can export a record using the standard export method.

On this page

File Types that Can Be Exported

Note: If an image is inserted into the Text Area field, a web request is created to get to the output from the URL. To enable outside URL requests for images, you must enable the outside proxy. The URL fails if it requires additional credentials to access the source.

The following table describes the types of files that can be exported using the standard method.

File Type

Description

RTF

Stores data in an RTF document as a Microsoft Word table.

  •  The table is set to Automatic resize to fit content. The RTF document always fits to the width of 1 page.
  • If the width of a page is changed in Word (for example, changing from Portrait to Landscape) the table is resized automatically.
  • If the file contains rows that are wider than the page, and a compressed version would make the columns extremely small, the right side of the report is truncated. 
  • If the file contains an HTML table with hard-coded widths that extend beyond the width of the page, the report will be truncated. To avoid this condition, define table widths as percentages.

Use this export type when the exported file does not contain an extended number of columns.

PDF

Stores data in a PDF file. The content of this file is static, and cannot be resized after the document is created.

The content is rendered on multiple pages when a row extends past the right margin. Columns are automatically sized so that a column never expands multiple pages.

Use this export type when a record or report has a large number of columns. The columns will not be truncated.

XLSX

Stores data in a Microsoft Excel spreadsheet. This export type does not include the original formatting. The data will not look the same as it does in Archer.

Use this export type when you want to perform computations, report or chart data, or both when not possible in Archer.

Using Excel as a .CSV editor

While Microsoft Excel is a tool that most users have for editing comma-separated values (.csv), it occasionally may make changes to your data file that you do not expect. If you use Excel only to preview your files, there should be no problems. However, if you save your file in Excel, you may find that the saved version is different from what you anticipated.

The following table describes types of changes that may occur in your files.

Values

Description

Date Values

Excel converts these to use its format. You can use this feature to your advantage if you are pulling values in from disparate sources.

Points of Precision

Excel manipulates decimal places to use its format.

Quoted Strings

Excel uses quoted strings if they are necessary, and strips extra ones if they are not.

Cell Limitations

A cell in an Excel spreadsheet holds a finite number of characters. If your .csv file exceeds this limit, saving it in Excel corrupts your data.

CSV

Stores data in a comma-delimited file. This export type works best for flat data. If you are exporting hierarchical data, use the XML file type.

Use this export type for transferring data from Archer to another system.

CSV File Export

Data in the CSV file is enclosed in quotation marks so that it is easily identified when parsing the data. The following is an example of data exported to a CSV file.

"Value1","ABC Company","12/11/2011 12:51 PM","Value2;Value3""","My Document.docx","Google:http://www.google.com;Archer:http://www.archerirm.com","My Photo1.jpg;My Photo2.png","In Scope:Afghanistan;Out of Scope:Albania;In Scope:Algeria;Out of Scope:Angola;In Scope:Argentina;Out of Scope:Austria;Out of Scope:Azerbaijan;Out of Scope:Bangladesh;In Scope:Belarus;In Scope:Belgium/Luxembourg","Doe,Jane;Doe,Joe;Smith,JR"

The following table lists the parsed data.

Data Type

Example Value

List Field

"Value1"

Text Field

"ABC Company"

Date and Time

"12/11/2011 12:51 PM"

Value List

"Value1;""Value2;Value3"""

Attachment

"My Document.docx"

External Links

"Google:http://www.google.com;Archer:http:www.archerirm.com"

Images

"My Photo1.jpg;My Photo2.png"

Matrix

"In Scope:Afghanistan;Out of Scope:Albania;In Scope:Algeria;Out of Scope:Angola;In Scope:Argentina;Out of Scope:Austria;Out of Scope:Azerbaijan;Out of Scope:Bangladesh;In Scope:Belarus;In Scope:Belgium/Luxembourg"

User/Groups

"Doe,Jane;Doe,Joe;Smith,JR"

HTML

Renders the content as an HTML document. The width of each column is hard-coded to a static value. The HTML file cannot be resized after the document is created.

The document can be printed even though the number of columns exceeds a single page. The document can be manipulated to fit onto a single page by changing the page layout from Portrait to Landscape and scaling the document as low as 30 percent.

Use this export type when sending content by email and viewing content in a browser or in any application capable of rendering an HTML document. This export type works well for printing documents that have a small number of columns.

XML

Stores the data in an XML file. The XML structure is best for complex hierarchical data.

Use this export type when the exported data contains complex data, such as attachments, sub-forms, or cross-references. The XML format is used for transferring data from Archer to another system.

Exporting Records using the Standard Method

  1. Go to the Search Results page.

    1. From the menu, click the solution.
    2. Click the application to which the record belongs.
  2. Select the record you want to export.
  3. Do 1 of the following: 
    • To export a record, select the record you want to export, and click Export .
    • To export multiple records, run an advanced search, and click Export.
  4. Select the applicable display format for the export file.

    Note: If you select Column - Hierarchical, only the parent relationships count as records. If you select Column - Flat, parent and children relationships are counted as records. In Column - Flat format, the record count matches the number of rows in the exported file.

    Important: If a security message displays when you attempt to download the file, change your browser security settings to allow downloads and pop-ups for Archer. If you are using Microsoft Internet Explorer, add Archer to the Local intranet zone.

  5. Click on Click here to access the exported file.
  6. Click Open to open the exported file.
  7. Close the Export Complete message.
  8. Close the Export Options dialog box.