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FM - Exporting Records from a Portal

Posted on 2013-05-29
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Last Modified: 2013-05-29
Trying to export records from a portal into an Excel file, but getting too many records.  Doesn't limit it to the TO relationship.  Am I going to just have to create a layout and then do a Find for those records and then export?
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Question by:rvfowler2
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by:Will Loving
ID: 39205441
To export from a portal, you would use Go To Related Record, specifying the relationship the portal is based on. The GTRR script step should specify any layout based on the table you wish to export from.

Whether you use GTRR or a Find before doing your export, you don't really need to create a layout to do the export unless you have no layouts at all based table being viewed in the portal. All you need is a layout based on the table; it doesn't even have to have fields on it.
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by:rvfowler2
ID: 39205561
Thanks, though I don't want all the fields, just certain ones, so what I did was create a layout with only the fields I want to export, set the fields and do my Find (turns out find fields do not have to be showing), then do a SaveRecordsas Excel.  This script step also has the advantage of only exporting the field name in the title, not the table name as well.  Is this what you're talking about or is there a better way?
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by:Will Loving
Will Loving earned 500 total points
ID: 39205659
Using Go To Related Record (GTRR) does the Find, change layout and Sort (if the relationship is sorted) in one single step followed by Export of course. Using Freeze Window, Go to Layout, Find, Sort, and then export is a few more steps but it's essentially the same and though I don't know for certain I think FM is doing essentially the same thing under the hood.

The only thing I will note is that neither the Find nor the Export require you to have any fields on the layout. The default list of fields on the left side of the Export dialog will show only the fields on the layout (or none if there are none) but you can easily change that to "Fields in Table" and select whatever fields you wish for export regardless of their presence on the layout.
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by:rvfowler2
ID: 39205673
Users will be using this, so I don't want to leave it up to them.  I was thinking of creating different layouts depending on about 5-7 different options for exporting certain fields.  Users will select from a global checklist field so they can select the fields they want to export and then my script will run off this to select the correct layout and export.
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Will Loving earned 500 total points
ID: 39205734
Depending on how varied the export sets are, you could simply save the Export script step with a default set of already selected fields on the right using the "Restore" option and them teach them how to Clear fields by double-clicking on them on the right (or clicking once and then clicking "Clear"). If the exports are quite varied then multiple layouts as you suggest, or have the script offer a choice of various default steps and then use If and Else If to determine which Export Records step to use, each with a different set of saved selected fields.
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Author Closing Comment

by:rvfowler2
ID: 39205766
Thanks, yes there are hundreds of fields, so too much to choose from, but thanks for giving me so many options; I'm recording them for future use.
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