Export & Import

• 1. Export
  • 1.1 Add
  • 1.2 Edit
  • 1.3 Start export manually
  • 1.4 Delete
• 2. Import
  • 2.1 Add
  • 2.2 Upload File
  • 2.3 Edit
  • 2.4 Delete

v12.0 - Last Mod.: 07/04/2022

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With exports & imports profiles you can export data like users, products, orders or proposals as a .csv files.

1. Export

1. Click the button Portal Manager to get to the administrative area.
2. Then click Tools & Administration > Export & Import.
3. In the navigation on the left, below Profiles click Export.

You get to the export overview. As far as export profiles exist already you get the following table:

• Status Shows the status of the profile; greenn = active, red = inactive.
• Name/File Shows the name of the profile and the corresponding file name.
  By clicking the name you get to the editing mode, q.v. 1.2 Edit.
• Type Shows, which type gets exported.
• Format Showes the format of the export file.
• Last Export (Interval) Shows date, time and in brackets the interval of the last export.
• Download By clicking the first arrow you can start the export manually, by clicking the second arrow you can download the export.
• Edit By clicking the icon you get to the editing mode., q.v. 1.2 Edit.
• Delete By clicking the icon you can delete the profile.

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1.1 Add

• In the navigation on the left, below Profiles click Export.
• Click the tab Add.

To add a new profile you have to pass three steps:


1. Export Data
Note: With the following settings you create a profil which runs regularly with your declarations. That is how you always get a current download.

1. From the selection box Type choose the type, in this case Users.
2. Enter in the field Name a name for the export.
3. Enter in the field Target Directory the target directory.
4. Enter in the field File Name a file name.
5. From the selection box behind choose the file type.
6. Choose in the area Action if file exists the desired action. If required enter in the field behind the path.
7. Choose in the area Start from the selection boxes Month, Day and Year the start date.
   If required choose from the selection boxes Hour and Minute the time.
8. Choose in the area End from the selection boxes Month, Day and Year the end date.
   If required choose from the selection boxes Hour and Minute the time.
9. From the selection box Interval choose the interval.
10. From the selection box Delimiter choose the desired delimiter.
11. From the selection box Text delimiter choose the text delimiter.
12. From the selection box Data choose the desired data, which should be exported.
13. Click the button Next step when ready.

2. Elements

The table shows all elements which can be edited:

1. Choose the field name you want to edit.
2. Click the icon Edit.
3. Choose from the selection box Element Column below the table the desired column.
4. If required edit the name in the field Field Name.
5. If required enter in the field Field Length a number to limit the length of the field, e.g. 15.
6. Activate in the area Field Attributes (if field length is defined) the option
   • Align (left/right).
   • Zerofill (yes/no) if the field should be filled with zeros in case the length is not achieved.
7. Enter in the field Date Format the desired format if the column is a timestamp, like DD.MM.YYYY (D = Day, M = Month, Y = Year).
8. From the selection box Decimal delimiter choose the delimiter for decimal numbers.
9. Enter in the field Decimal round the rounding for decimal numbers, e.g. 2 for a rounding from the second digit behind the comma.
10. Click the button Save to save the edited element.
    Click the icon Delete to delete an element.

Repeat this process with further elements as often as necessary.

• Click the button Next step when ready.

You can also create new elements:
Add new element

1. From the selection box Element Column choose the element you want to add.
2. Enter in the field Field Name a name.
3. If required enter in the field Field Length a number to limit the length of the field, e.g. 15.
4. Activate in the area Field Attributes (if field length is defined) the option
   • Align (left/right).
   • Zerofill (yes/no) if the field should be filled with zeros in case the length is not achieved.
5. Enter in the field Date Format (if column is a timestamp) the desired format if the column is a timestamp, like DD.MM.YYYY (D = Day, M = Month, Y = Year).
6. From the selection box Decimal Delimiter choose the delimiter for decimal numbers.
7. Enter in the field Decimal Round the rounding for decimal numbers, e.g. 2 for a rounding from the second digit behind the comma.
8. Click the button Save to save the new element.
   The new element is listed in the table. Click the icon Delete to delete it.
9. Click the button Next step when ready.

3. Summary

You get a summary of the settings you've made.

• Click the button Save to save and activate the export.

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1.2 Edit

1. In the navigation on the left, below Profiles click Export.
2. Choose the profile you want to edit.
3. Click the icon Edit.

You get to the first step 1. Export Data. Edit all desired settings, q.v. 1.1 Add.

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1.3 Start export manually

If you want an export to be up-to-date without waiting for the regular time range you can start the export manually.

1. Choose in the Overview the export you want to start manually.
2. Click in the column Download the first arrow Start Export.
3. Confirm the start by clicking the button OK.
   The date in the column Last export gets updated.
4. Click in the column Download the second arrow.
   Open or save the export.

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1.4 Delete

1. In the navigation on the left, below Profiles click Export.
2. Choose the profile you want to delete.
3. Click the icon Delete.
4. Confirm the erasing procedure by clicking the button OK.

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2. Import

1. Click the button Portal Manager to get to the administrative area.
2. Then click Tools & Administration > Export & Import.
3. In the navigation on the left, below Profiles click Import.

You get to the import overview. As far as import profiles exist already you get the following table:

• Status Shows the status of the profile; greenn = active, red = inactive.
• Name/Details Shows the name of the profile and the corresponding details.
  By clicking the name you get to the editing mode, q.v. 2.2 Edit.
• Type Shows, which type gets imported.
• Format Showes the format of the import file.
• Interval Shows date, time and the interval of the import.
• Upload By clicking the arrow you can upload the import file manually.
• Edit By clicking the icon you get to the editing mode., q.v. 2.2 Edit.
• Delete By clicking the icon you can delete the profile.

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2.1 Add

Add a profile to import users and to update them automatically.

1. In the navigation on the left, below Profiles click Import.
2. Click the tab Add.

To add a new profile you have to pass four steps:

1. General Settings

1. Enter in the field Name a name for the profile.
2. Enter in the field Description a description.
3. From the selection box Application choose the import type.
4. From the selection box File Type choose the file type.
5. Activate in the area Interval the weekdays on which the import should be performed.
6. Enter in the area Start/End in the first field the start and in the second field the end of the import.
7. From the selection box Update Mode choose how to import the records:
   • Import new records only Use this option to import users from the CSV file that do not exist in the SITEFORUM user database. Users that do already exist will be ignored. These records will not be updated or deleted.
   • Update existing records only Use this option, to update existing users only. Records that do not exist in the SITEFORUM user database will be ignored. These records will not be updated or deleted.
   • Import new and update existing (recommended) This option is recommended. It imports all new records that do not exist in the SITEFORUM user database and updates all records that already exist in the SITEFORUM user database. Existing users will not be deleted. This option is best if your CSV file contains only new records and records that need to be updated.
   • Import new, update existing and delete non-existing Use this option if you would like to re-create your SITEFORUM user database from the CSV file. New records (record exists in CSV but not in SITEFORUM user database) will be imported. Existing records (record exists in CSV file and SITEFORUM user database) will be updated. Users that do not exist in the CSV file, but exist in the SITEFORUM user database, will be deleted.
8. Activate the option Extended Log if you want detailed log information.
9. Activate the option Active to activate the profile.
10. Click the button Save when ready

2. Attributes and Headlines

1. From the selection box Character encoding of file choose the cprresponding character encoding.
2. From the selection box Row Delimiter choose the type delimiter.
3. From the selection box Cell Delimiter choose the desired delimiter.
   Note: The cell delimiter has to be the same like in the sample file or like the one you enter in the field "Column Headline List".
4. From the selection box Text Delimiter choose the text delimiter.
   Note: The text delimiter has to be the same like in the sample file or like the one you enter in the field "Column Headline List".
5. Activate the option Column Headline if you want to use column headlines.
   Note: A column headline makes the assignment of columns to the fields in the database very easy.
6. Enter in the field Start at Line the line which contains the first record.
   Note: If you use column headlines then enter the line number of the headlines.
7. Upload in the field Sample File a sample file to retrieve the column headline information from this sample file.
   Note: Users do not get imported with this file. This is only for generating column headlines. After creating the profile you have to upload the desired file to import the users, q.v. 2.2 Upload File.
8. If you don't use a sample file then enter in the field Column Headline List the column names for the column headlines.
   Note: These columns must be delimited with the chosen cell delimiter.
9. Click the button Save when ready.

3. Column Assignments
 

1. In the field 1. Select Imported Column(s) mark the first entry you want to import, e.g. Smith.
2. Mark in the field +2. Select Internal Column(s) the corresponding column head, e. g. Lastname.
   Note: The values in brackets behind are for the type of entry (Text, 40, 0): the number of max. allowed letters (40) and the number of allowed characters behind the comma (0).
3. In the area +3. Add or Remove click the button Add to import the records.
4. The record gets displayed in the area =4. Review Selection.
5. Repeat this process until all imported data are assigned to a headline.
6. If required you can take settings in the area Setup general user settings which are used for all users in the import:
   • User as Template Choose from the selection box if the user serves as a template for all users.
   • Language Choose from the selection box the language for the users.
   • Send System Emails Choose from the selection box if system emails should be sent.
   • Password Expiration Choose from the selection box if the password can expire.
   • Password Status Choose from the selection box how to proceed with the password.
   • Time Zone Choose from the selection box the time zone for all users.
   • User Group Choose from the selection box a user group to which all users are assigned.
7. Click the button Save when ready.

4. Profile Summary

In the summary you see all entries you have made.

• By clicking the button Edit you get to the editing mode of the respective step.
• By clicking the button Save you save the profile.

You get to the profile overview.

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2.2 Upload File

1. In the navigation on the left, below Profiles click Import.
2. Choose the desired profile from the overview.
3. Click the icon Upload.

4. You can view details of the profile in the area Details.
5. Choose in the area File Selection by clicking the button Browse the file, which contains the users.
6. Click the button Start Import to upload the file and to start the import.

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2.3 Edit

1. In the navigation on the left, below Profiles click Import.
2. Choose the profile you want to edit.
3. Click the icon Edit.

You get to the fourth step 4. Profile Summary. Edit all desired settings, q.v. 2.1 Add.



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2.4 Delete

1. In the navigation on the left, below Profiles click Export.
2. Choose in the overview the profile you want to delete.
3. Click the icon Delete.
4. Confirm the erasing procedure by clicking the button OK.

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