Export instructions tell InterAction which fields to export and how to arrange those fields during the export. Export instructions, like import mapping instructions, are saved and can be reused. Export instructions are used in the Windows Client only and are used for mail merge purposes.
There are two types of export instructions:
- My Export Instructions are created and edited by you. You can modify your organization's export instructions and save them as your own.
- Organization Export Instructions are created by report managers and may be available to many users.
For more information on setting up users as report managers, see Setting Up Report Managers.
Create Export Instructions
- Open the folder or search results to export. If necessary, mark the contacts to export.
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Choose Folder > Export to open the Export Contacts dialog box.
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In the File Format field, choose a file format for the export.
For more information on the CSV options available, see Which CSV Option Should I Choose?
- In the Show drop-down list choose My Export Instructions to create personal export instructions, or choose Firm Export Instructions to create export instructions for your organization (report managers only).
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Choose New.
If you are creating a new export instruction that is similar to an existing export instruction, you can highlight the existing export instruction in the list and then choose Save As New.
- Enter the Name for the export instructions.
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From the list of InterAction Fields, select a field to add to the export and choose Add.
To remove a field from the list of fields to export, select the field in the list of Export Fields and choose Remove.
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To edit the options for a field in the export list, select the field from the Export Fields list and choose Edit to open the options dialog box for the field.
For help selecting field options to get the results you want, see Making the Correct Field Selections.
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Choose the Sort By tab and specify the way you want the information in the export sorted.
To add a field as a sort field, do one of the following:
- Select the field in the Fields in Export pane then choose Add
- Double-click on the field in the Fields in Export pane
For any of your sort options, you can sort by ascending or descending order by selecting that sort option in the list then choosing either Ascending or Descending.
- If you are creating personal export instructions, choose OK to finish creating export instructions. If you are creating firm export instructions, continue to step 11 to set up security.
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Choose the Security tab to specify which users and/or groups are allowed to access the export.
- By default, everyone is allowed to access new exports. To only allow access to certain users or groups, remove Everyone (highlight Everyone and choose Remove), then use the Add User or Add Group buttons to select users or groups.
- When you are finished setting up the export instructions, choose OK to return to the Export Contacts dialog box.
- To export the current folder using the new instructions, type a File Name, select a File Format then choose OK. Choose Cancel to close the Export Contacts dialog box without performing an export.