How to Export Data in REST Professional

Overview

REST Professional can now export selected fields to excel.  The export data feature will allow you to:

  • Export Tenants, Owners, Creditors, Properties, Holiday Bookings, Sales, Solicitors, Diary or Contact information to an ASCII tab delimited text file able to be used in other word-processing or spreadsheet applications

  • Export Tenants, Owners, Creditors, Properties, Holiday Bookings, Sales, Solicitors, Diary or Contact information to an Excel spreadsheet

  • Create templates with selected merge fields to customise the export of Tenant, Owner, Creditor, Property, Holiday Booking, Diary or Contact information to an Excel spreadsheet

  • Select from a list of previously saved templates to export selected merge fields to an Excel spreadsheet

This Document will cover:

  • Required User Security Levels

  • How to Export to File or Excel

  • How to Export to New Template

  • How to Export to Existing Template

  • How to Delete a Template

Required User Security Levels

REST Professional automatically sets the Print Letters / Export Data security level for most users to Export Data & above, which allows access to existing mail merge functionality as well as the new functionality of exporting templates to Excel. REST users with a system security level of Statistics/Company Details/Passwords & above will automatically be configured with a Print Letters security level of Manage Templates & above.

Security Levels can be changes in Files > User > User Profile.  The required security levels are as follows:

  • Export to Excel – A minimum security level of Export Data & above is required

  • Export to File - A minimum security level of Export Data & above is required

  • Create New Templates – A security level of Manage Templates & above is required

  • Export to Existing Template – A minimum security level of Export Data & above is required

  • Delete a Template – A security level of Manage Templates & above is required How to Export to File or Excel

How to Export to File or Excel

  1. Go to Other > Export Data

  2. Export to – Choose either File or Excel as required

  3. Merge with – Select Owner/Property or Tenant as required

  4. Type of Letter – Leave this default to General

  5. Contact – Leave this default to Primary

  6. Selection – Choose from either All, Range or Select the required information

  7. Output – Select Excel

  8. Output File name – Enter a file name i.e. owner details

  9. Click on Start-F12

  1. If setup to receive sensitive alerts, proceeding will generate the following message and will record on the file changes report and send a sensitive alert email.Select YES if you wish to proceed

  1. The excel spreadsheet will generate at the bottom of your screen in your task bar

  2. From here you can delete or edit columns and save as required

How to Export to New Template

Creating an Export Template is a new feature of Export Data. A security level of Manage Templates & above is required to create new templates.

  1. Go to Other > Export Data

  2. Export to – Export New Template

  3. Merge with – Select the contact type

  4. Selection – Set options to load the contacts to be included in export. Selecting the Property Order checkbox will sort     the selected records in property order

  5. Template Name – Enter a Template Name. Template names must be unique

  6. Template Description – Enter a Template Description

  7. Click on Select Fields–F9. A list of available fields displays for the selected contact type.

  8. Select merge fields from the available merge fields as required and then click on the Add button

  9. To remove fields from the Selected Merge Fields column, select the fields and use the Remove button

  10. The Up and Down buttons can be used to move between fields in the Selected Merge Fields column

  11. Click on Save to return to the Export Data screen and save the selected merge fields

  12. Click on Save & Close–F10 to save the template and close Export Data. The template will now be available to be exported from the Existing Templates list or;

  13. Click on Start–F12 to generate the export file and save the template to the Existing Templates list

Selecting the following contacts types will activate additional filters to further define the selection of data:

  • Tenant – Email address and Mobile number

  • Owners – Account type, Email address and Mobile number

  • Creditors – Creditor Category, Email address and Mobile number

  • Property – Account types and Sort and filter by Area Code, Email address & Mobile number

  • Bookings – Email address and Mobile number

  • Sales – Sale Group and Sale Status

  • Diary – Start date from, Start date to and Commercial diary checkbox

  • Contact – Sort and filter by Area Code, Email address and Mobile number

Selecting to merge with Tenant or Contact will load an additional option to select the Type of Letter which will activate additional filters to further define the selection of data

Selecting to merge Contact will load an additional option to select the Contact type

How to Export to Existing Template

A security level of Export Data & above is required to export existing templates. REST Professional includes a number of System Templates to provide examples. System Templates can be used by any user with a security level of Export Data & above and cannot be deleted.

  1. Go to Other > Export Data

  2. Export to – Existing Template

  3. The existing templates grid will now appear and will display System templates in alphabetical order, followed by User Defined templates grouped by merge type

  4. Use the Type dropdown to filter the Selection in the grid to a specific group

  5. Select a template to export. The Output File Name will populate automatically, and can be modified before proceeding.

  6. You can click on the View button  for a list of the merge fields included in the selected template.  Click on Close to return to the Export Data screen

  7. Click on Preview-F11 to check the what will Owner/Tenant/Properties included in the merge

    NOTE: Records can be excluded on this screen before creating the export file

  8. If the Output File Name already exists in the specified location you will be prompted to overwrite the existing file or specify a different file name when Start is selected.

  9. The file will open with the merged records in Microsoft Excel and a copy of the file will be saved in the specified location

How to Delete a Template

A security level of Manage Templates & above is required to delete existing User Defined templates. System templates cannot be deleted.

  1. Go to Other > Export Data

  2. Export to -  Existing Template

  3. Select the User Defined template you wish to delete

  4. Click on the Delete button

  5. A confirmation message will display and the deleted template will be removed from the list of available templates

21/08/2017 11:15 am AEST

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