Adjusting the amount of data exported

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Oskar
  • Updated

sections in the article

    This article helps you as an user to more efficiently use the Export excel function. It teaches you to select the correct data that you want to export instead of exporting all fields generating a big excel file. 

     

    Context

    Have you ever exported a file and received thousand of rows that you do not need?

    Does it take a lot of time searching through an exported excel file?

    This is a common mistake when you are trying to export and work with a lot of entities at the same time. By being more specific with what you export you can save a lot of time and energy!

     

    To adjust the amount of data exported:

    Start with the prerequisites

    1. Make a Query-search for the entities that you want to export. Read this article to learn how to search with using the Query.
    mceclip0.png
    Picture 1: A query search made for all the Item entities in an environment. See picture 2 below:
    Query_search_Item.png
    2. To select all, click Select all.
    Select_all.png
    Picture 3: All the Item entities have been selected.

    Continue with adjusting the amount of data exported

    1. Start the procedure by selecting Export.

    Note! you are still in the Query search > with Select All. 

    Export_select_all.png

    Picture 4: The export button can be found in the navigation menu on the top right corner.

     2. Select what you need from the drop-down lists.

    export_settings_exporting.png

    Picture 5. The most common fields that, if all are selected, will lead to a lot of data being exported.

    3. Deselect the fields in the list that you do not need. See 3.1-3.3 for what fields may not be necessary for your specific export.

     3.1 In the list of available Languages deselect what you do not need. As a result, your exported excel file will not contain columns for all the languages that exists in your environment and LocaleString-field (a field who's value exists in different languages).

    Deselect_lanuages.png

    3.2 Deselect the Entity types that you do not need.

    Note! you can only deselect entity types if you make a query search which returns many types. 

    deselect_entity_type.png

    Picture 6: If you are exporting from a Work area with a lot of different Entity types, then you will be able to export them on the same sheet, but that doesn't mean that you need or want them.

    3.3 Deselect the Fields that you do not need.

    Deselect_fields.png

    Picture 8. If you only want to work with the data in a couple of fields, why work export all the fields? Also, you do not need to scroll down and pick the fields individually, when there is a handy search bar!

    4. Click Export. You now have a lighter, more easily readable and workable excel sheet!

    Good to know 

    • A common mistake is to accidentally deselect fields/columns that you do need by selecting a certain combination of options in the drop-down list.
      • For example: Deselecting a language, but expecting a value in your LocaleString-Field.
    • It is also easy to export fields that has no values and thinking that values are missing. 

    Further reading

    About excel exports

    How to search using quick search and query editor

     

     

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    4 comments

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    • Avatar
      Evelin Haljas

      Hi!
      Is point 3.2 still the case? I just tried and cannot de-select anything as the entity type list is a single-select-list which affect the fieldset and field drop-down lists.
      Thanks for the feedback,
      Evelin

      1
    • Avatar
      Nicky Lilja

      Hi @..., it depends on how your data model is set up. When I do a search of completeness more than 0 and get both product, item entity types, then I can de-select. See image below. However, if I do a query search that only returns one type of entity type then I cannot de-select. 

      I will update the screenshot in the article to make it clearer. :) 

      0
    • Avatar
      Evelin Haljas

      Hi Nicky!

      As I see from your screenshot, you also have single-select-list bubbles there - how can you select more than one from it? Doesn't the "Entity type" field define what fields are available in the next selection based on the fields on an entity type?

      Maybe it's hard for me to understand since we have a certain type of data model and others re-use fields on different levels which could result in multiple entity types sharing some fields.

      In our case it's strictly single select (and not all entity types are selected by default in this list unless there's only one type in the work area - the highest in the hierarchy is the one selected by default).
      Attached a screenshot of my work area and export configuration - if I select something from the entity type list, a corresponding selection of fieldsets and fields appear in the next two dropdowns, but I can't select more than one.

      Interesting :)

      Evelin

      0
    • Avatar
      Nicky Lilja

      Hi @... you make a good point, I did not try the single-select function you describe and I have the same here as well. I can only pick one. Which then goes against the information in the article. The conclusion is that you can only pick one, I will double check with our product owners if this is expected behavior. :) . 

      Thanks for flagging and I will investigate a big more before updating. 

      1

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