Project Manager – Export Records

The Export Records tool allows you to extract and transfer data from your projects for reporting, backups, or data analysis. With advanced filtering and configuration options, you can customize exports to meet specific needs, such as creating attendee lists, categorizing records by Color Code, or filtering based on printed status. The tool also supports exporting data to external files or directly copying records to another project in Project Manager.

Export Record Configuration

Customize your export by selecting the desired configuration options. Below are the available settings and their descriptions:

• Export To: Select the export destination:
  • External File: Export data to an XML, XLS, or CSV file.
  • Project: Copy records directly to another project in Project Manager.
• Export Format: Choose the format that best suits your needs:
  • XML: The best option for backups. Includes Project Setup, high-resolution Photo IDs, Signatures, and comprehensive metadata.
  • XLS: Excel format with medium-resolution Photo IDs. Ideal for reporting and analysis.
  • CSV: Text-based format containing only record data (no Photo IDs or Signatures). Perfect for integration with other systems.
• Filter by Color Code: Export records based on Color Code:
  • All: Export all records, regardless of Color Code.
  • Without: Export records without a Color Code.
  • Specific Color Code: Export records matching a specific Color Code.
• Filter by Photo ID: Export records based on the presence of Photo IDs:
  • All: Export all records.
  • With: Export records that include Photo IDs.
  • Without: Export records without Photo IDs.
• Filter by Printed: Export records based on their printed status:
  • All: Export all records, regardless of printed status.
  • Printed: Export records that have been printed.
  • Not Printed: Export records that have not been printed.
• Include Photos and Signatures: Check this option to include Photo IDs and Signatures in the export file. Available for XML and XLS formats only.
• Include Project Setup: Check this option to include Project Setup details in the export file. This is available for XML exports only. If unchecked, the XML file can be opened in Excel for further editing.
• Include Records Status: Check this option to include record statuses in the export file. Statuses include: Active, Inactive, Trash, Lock, and Unknown.

Export Formats

IDpack supports three export formats, each tailored to specific use cases:

• XML: Ideal for full backups. Includes Project Setup, high-resolution images, and all associated metadata.
• XLS: Exports data in Excel format with medium-resolution images, suitable for reporting and analysis.
• CSV: A simple text-based format containing only record data. No images are included, making it lightweight for system integrations.

Data Format Guidelines

• Country Code: Use ISO/3166-1 (2-letter uppercase codes).
• Gender Code: Use ISO/IEC 5218 (numeric codes).
• Language Code: Use ISO/639-1 (2-letter uppercase codes).

Best Practices

Follow these tips to ensure successful and efficient exports:

• For Backups: Use the XML format to save a complete copy of your data, including images and Project Setup.
• For Reporting: Use the XLS format for creating editable reports in Excel or Google Sheets.
• For Integrations: Use the CSV format for lightweight data transfers to external systems.
• Apply filters, such as Color Code or Printed Status, to focus your export on specific data sets.

The Export Records tool provides a versatile solution for managing your data, whether for reporting, backups, or transferring records between projects.