Exporting data

You can export some or all of the records or fields in an ACL table to use in other applications.

To export data:

  1. Select Data > Export.
  2. On the Main tab, do one of the following:
    • Select Fields to choose which fields you want to export.

    • Select View to export all fields in the current view.

      The fields are exported in the same order in which they appear in the view.

    If field names are included in the export, the field names in the table layout are used if you select Fields, and the column names in the view are used if you select View. For more information about field and column names, see Renaming fields in table layouts, and Renaming columns in a view.

  3. If you chose Fields, do one of the following:
    • Select the field(s) to export from the Export Fields list.

    • Click Export Fields to select the field(s), or to create an expression.

      The order in which you select the fields is the order in which the columns appear in the results.

  4. Select the appropriate export format from the Export As drop-down list.
  5. If you selected Delimited or Text, do one of the following:
    • If you selected Delimited, optionally select Export with field names to include the field names or the column names as headings in the export, and select the appropriate Column Separator and Text Qualifier characters.

    • If you selected Text, optionally select Export with field names to include the field names or the column names as headings in the export.

  6. If you selected Excel 07-2010, do one of the following:
    • If you want to create a new Excel file, or export to an existing Excel file, keep the default name in the Add worksheet text box, or change it if required.

      When you export to a newly created or existing .xlsx Excel file a worksheet is automatically created in the Excel file. The worksheet has the same name as the ACL table you are exporting from unless you change the name.

      Note

      If you specify a worksheet name, it can contain only alphanumeric characters or the underscore character ( _ ). The name cannot contain special characters, spaces, or start with a number.

      The name you specify cannot be the same as the name of an existing worksheet or named range in the target Excel file. Overwriting worksheets or named ranges with the same name is not supported.

    • If you want to overwrite an existing Excel file, delete the name in the Add worksheet text box.

      When you overwrite an existing Excel file a worksheet with the same name as the ACL table you are exporting from is automatically created in the resulting Excel file.

  7. If you selected XML, optionally select Export with XML Schema to include the XML Schema in the exported XML file.

    The XML Schema contains metadata that describes the structure of the XML file, including the data type of the fields. You can validate the file against the Schema once the file has been exported.

  8. (Unicode edition of ACL) If you selected Clipboard, Delimited, Text, or XML as the Export As format, select Unicode if you want to export the data using Unicode encoding.
  9. (ACL GRC users) If you selected ACL GRC to export exceptions, see Exporting exceptions to ACL GRC.
  10. If there are records in the current view that you want to exclude from processing, enter a condition in the If text box, or click If to create an IF statement using the Expression Builder.

    The IF statement considers all records in the view and filters out those that do not meet the specified condition.

  11. Do one of the following:
    • In the To text box, specify the name of the file that will contain the exported data.

    • Click To and specify the file name, or select an existing file in the Save or Save File As dialog box.

    If ACL prefills a table name, you can accept the prefilled name, or change it.

    Note

    If you are exporting data to the clipboard, the To text box is disabled because you are not saving the data in a file.

  12. Click the More tab.
  13. Select the appropriate option in the Scope panel.
    • All – This option is selected by default. Leave it selected to specify that all records in the view will be processed.

    • First – Select this option and enter a number in the text box to start processing at the first record in the view and include only the specified number of records.

    • Next – Select this option and enter a number in the text box to start processing at the currently selected record in the view and include only the specified number of records. The actual record number in the leftmost column must be selected, not data in the row.

    • While – Select this option to use a WHILE statement to limit the processing of records in the view based on a particular criterion or set of criteria. You can enter a condition in the While text box, or click While to create a WHILE statement using the Expression Builder.

      A WHILE statement allows records in the view to be processed only while the specified condition evaluates to true. As soon as the condition evaluates to false, the processing terminates, and no further records are considered. You can use the While option in conjunction with the All, First, or Next options.

    Note

    The number of records specified in the First or Next options references either the physical or the indexed order of records in a table, and disregards any filtering or quick sorting applied to the view. However, results of analytical operations respect any filtering.

    If a view is quick sorted, Next behaves like First.

  14. If you are exporting to a delimited file or a text file, optionally select Append To Existing File if you want to append the exported data to the end of an existing file.
  15. Click OK.
  16. If the overwrite prompt appears, select the appropriate option.
Related tasks
Exporting exceptions to ACL GRC


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