28 WORKING SMARTERPhotography: Robin Kuijs PATrICk MACkAAIJ … is an information distribution coordinator. He is specialized in technical issues and optimizing processes. EXPORTING DATA FROM TOPDeSK (PART 2) In the previous TOPdesk Magazine I showed you how to easily export interesting data from TOPdesk to Excel, enabling you to process it in another system. In this article I will explain more about the CSV Export Wizard add-on. You want to be able to analyse interesting data in TOPdesk, such as the equipment you manage in Configuration Management, the customer details in Supporting Files and process information on process cards. In TOPdesk you can analyse this data using reports on the Dashboard pages. If you would rather work with Excel or a reporting tool, you can use TOPdesk to easily export data in Microsoft Excel format. You can consult exported data offline, or use it as a source when importing it to a different information system. I discussed these possibilities in the previous TOPdesk Magazine. In this article I will tell you about the CSV Export Wizard. This add-on is useful if you regularly perform the same export, wish to export data from linked cards or want to use data from tables that do not have a card. An example of this is a list of all operators and their operator groups, or a list of all current calls sorted according to the operator’s branch. CSV Export Wizard add-on The standard TOPdesk interface enables you to easily export data that can be found on the cards. If you regularly perform exports or want to export more data, the free CSV Export Wizard add-on may be what you are looking for. Unlike TOPdesk, the CSV Export Wizard generates CSV text files instead of Excel files. CSV stands for comma-separated value. In such files the end of a column is indicated using a specific delimiter such as a comma or semicolon. New rows start on a new line. Many programs, including Microsoft Excel, can work with this file type. The CSV Export Wizard can export the same data as TOPdesk. In addition, you can also export: 1. Data regarding linked cards, such as extra information about objects, callers, operators, or a call’s suppliers. 2. Data for which there are no cards, such as drop-down lists and categorization. 3. References to the same table, such as categorization or sub branches. Text: Patrick Mackaaij WORKING SMARTER 29 Image 1 – Step 1 in the CSV Export Wizard Image 2 – Step 2 in the CSV Export Wizard After installation, every operator can start the CSV Export Wizard via http://[TOPdesk server hostname]/tas/secure/csv/. The CSV Export Wizard starts by choosing a source: a selection you previously saved in TOPdesk or a table from the database (Image 1). If you wish to open the file in Microsoft Excel, it can be useful to select a Column delimiter that is the same as the character that has been set up as the List Separator in Microsoft Windows (Control Panel > Region and Language > Additional settings). In European Windows installations the default List separator is a semicolon, in American installations it is a comma. Excel will then automatically divide the data into columns. Select the Row delimiter that suits the operating system you will use to open the export file. The Include column name option ensures TOPdesk exports the database field names in question as the first row functioning as a header above the columns. Some programs require double quotation marks around the content of a field: activate Use quotes for this. Using Open file at execution, you can indicate whether you wish to immediately open the file and edit it further or save it at a fixed location. If you select the latter, indicate what should happen to the existing file: overwrite or append. TIP: You can set up a standard location in the CSV Export Wizard. To do this, adjust the location.save parameter in the bespoke-work-resources\csvexport. properties file. Please note the double slashes and You can determine the filename using Save result as. To include date and time in the filename, activate this option: Use a timestamp in the filename. In the next screen (Image 2) you can indicate the database fields you wish to export. The CSV Export Wizard displays the field name 30 WORKING SMARTER Editorial from the TOPdesk card and the field name in the database. If the field is related to another card, you will see the name of the table in question in the Linked table column. Clicking on the plus icon opens the field selection for that table. Data that links to itself, such as categories and subcategories, can be exported one level deep. The TOPdesk Magazine covers subjects Want to comment? Go to www.scribd.com/TOPdesk You can discover what a table is called in TOPdesk via Help > DataDict. Here you can see that Category and Subcategory are linked to the ‘Classificatie’ table, for example. If necessary, contact your TOPdesk application manager if this menu option is not available. The Save Export button lets you save settings for exports. This enables you to quickly switch between different structures for your export files, saving you the trouble of setting up the columns to be exported each time. TOPdesk saves the settings of the saved exports on the TOPdesk server. The default location for this is web\secure\csv\properties. When removing the CSV Export Wizard, such as when you wish to install a new version after an update, TOPdesk empties this folder. This is why it is advisable to make a copy of this folder before updating. You can also adjust the default location in the bespoke-work-resources\csvexport. properties file via the location.properties parameter and restart TOPdesk. that are topical in the world of professional service desks in IT, facilities and other service providing organizations. TOPdesk Magazine is intended for managers, service desk employees, facilities organizations and electronic city councils – anyone who is involved with supporting clients on a daily basis. This concerns both the processes and the technology behind these services. TOPdesk Magazine is a TOPdesk publication Tel: +44 (0) 207 803 4200 Email:
[email protected] Editor-in-chief: Nicola van de Velde You can open saved reports in the first screen of the CSV Export Wizard using the Saved Exports button. From here you can edit, run or delete a defined export. TIP: If you frequently use the CSV Export Wizard, the overview of saved reports or a specific report, you can create a shortcut to them on your Quick Launch Bar. Editors: Leah Clarke, Nienke Deuss, Timme Hos, Stefanie Klaassen, Milou Snaterse Translators: Leah Clarke, Nicola van de Velde Contributors: Colin Bassant, Judith Disberg, Claudia Funk, Patrick Mackaaij, Jasmijn Moerman, Jordi Recasens, Marieke Spapens, Robbert Petterson, Bram Verheij and Courtney Wheeler Layout: Elise Kerner Photography: Menno van der Bijl, Aad Hoogendoorn, Robin Kuijs and Jonas Mertens Copy editor: Leah Clarke A print run of 6,000 Quarterly magazine Languages: Dutch, English Automatic exports TOPdesk can run a saved export when you access a URL. For Windows Server, look at Scheduled tasks and the tool cURL (http://curl.haxx.se/). Include an operator’s login details in the URL using the parameters j_username and j_password. The TOPdesk setting Settings > Technical Settings > Login Settings > Operator’s Section > Allow parameters in the URL must be activated for this. Add-oNs For TOPdEsk TOPdesk offers Enterprise customers a number of add-ons to address questions relevant to several customers. Add-on installation usually happens under supervision of a TOPdesk consultant, who can provide information and take care of the initial set-up. You can request the CSV Export Wizard add-on via the TOPdesk Extranet.