What is Specialized Exports of Resources to Word/Excel?

1. Microsoft Excel exports will arrive with some basic formatting and have filters and sorting tools available at the top of every column.
2. Microsoft Word exports will be formatted in such a way that you can further modify the page layouts, headers, table of contents, indexes, etc. to suit the unique needs of your agency.
3. If for some reason the Microsoft Word version is not in a format that you can use directly, you should be able to use the powerful “merge” capabilities between Word and Excel to quickly create your own format.
   
4. Unlimited number of personalized templates can be created with the use of Taxonomy and geography filters so you can quickly export your data
   

Creating Specialized Exports of Resources to Word/Excel

To create a new template, complete the following steps:

1. Access the Specialized Export of Resources Tool (Click Resources in the left side menu; Click Manage Resources on the right side of the page; Select 'Specialized Exports to Word/Excel' under Optional Upgrades)
2. This is where you can create a new template, or select any of your previously created templates to edit or use
3. Click Add a new template
4. Enter the Template Summary information as you wish, which can be changed at any time after the template is created. If you use the Agency/Site/Program structure, then you can choose which of those record types are included; use the following information to help you decide which 'Record Type(s)' to select:
1. Agencies with at least one Program meeting filter criteria: if the filter criteria is something only found at the Program level (ex. Taxonomy), selecting this record type will include any Agency records associated with Programs meeting the filter criteria.
2. Agencies matching the filter criteria: if the filter criteria is found at the Agency level (ex. Location information), selecting this record type will include any Agency records meeting the filter criteria
3. All other Agencies: will include all Agencies, regardless of filter criteria
4. Programs: will include Programs meeting filter criteria
5. Sites: will include Site records associated with Programs meeting filter criteria
5. After you set your Template Summary fields as you wish, click the button to 'Save template summary'
6. After you save the template summary, have the ability to choose which fields and filters you want included in this export. Use the on screen instructions and the information below to personalize the following sections:
1. Fields to Include: Select the Standard or Custom fields you wish to be included in the export, and choose if you want each field included for Agencies, Sites, Programs and/or ProgramatSites. Once the field has been successfully added, it will appear in the right column. You have the ability to remove, or move these fields up/down in the list.
2. Geographic Filters: just like when searching on the main Resources page. If you leave these filters blank, then no geographic filters will be applied.
3. Taxonomy Filters: If you use the AIRS Taxonomy, then you can filter on that as well. You can do so by:
1. searching for any word/phrase, select the word/phrase, and then click Add this term, or
2. you can “drill into” the Taxonomy tree, select the term you want to add, and click Save selections below. Once the term has been successfully added, it will appear in the right column. If you leave these filters blank, then no Taxonomy filters will be applied.
4. Custom Fields: If you use Custom Fields, then you can choose to filter by those as well. If you add custom field filters, then a resource must have all such fields present to be included in this template. Note that any custom field filter below will only be applied to record types (Agencies, Programs, Sites) in which they are available. To add a Custom Fields filter, select the custom field from the drop-down list, then select the custom field item from the drop-down list, then click Add custom field filter. Once it has been successfully added, it will appear on the right.
5. Custom Categories/Keywords: If you use custom Categories/Keywords, then you can choose to filter by those here. To add a Categories/Keywords, select the terms you want to add from the Category Tree and then click Add resource category/keyword filter. Once it has been successfully added, it will appear on the right.
7. Once you have applied all of your desired filters, scroll back up to the top of the page and click "Request a newly created file". You will get a confirmation at the top of your screen saying the request is in the queue.
8. After a few minutes iCarol will send you a confirmation email when the file has been created, and if you refresh this template screen then you will see a link appear that says "Download the latest file". Click this link and your file will open.
9. At this point you can customize the look and feel of your file.
10. If your selected output is a Word file, at the end of this document there is a directory of programs by name and a directory of services by Taxonomy and/or Categories. This can be helpful if people are looking for certain resources, but only know the Program name, or the service provided.

Notes:

1. if 'Location is private. Do not disclose to outside parties' is selected in the Resource record, the Specialized Export of Resources to Word/Excel record will display on the state/province/country.
   
3. These exports are limited to 15,000 resources. If you want to do a full export of your Resource database in one file, then you will need to use the Data Export Tool.