Downloading records
While you are working in a Block in Spreadsheet view, it's easy to download records, provided that the list you want to download contains fewer than 10,000 records. Use the steps outlined below.
Steps to download records
| Step | Action | Visual or additional notes |
| 1 |
Within the Block that contains the records, you want to download, filter the set of records to display only those records that you want to download. a. Click the Filter icon at the top-right of the spreadsheet view, enter your filter criteria, and then click Apply search filters. See filtering records for more details. b. Use the Columns icon to choose what fields will be exported. See Managing Columns for more details. |
If you wish to download the entire recordset, you can skip this step and proceed to step 2. However, if you wish to download a specific subset of records, use the search filters tool to apply filters to get the list of records to align with those you want to download. |
| 2 | Click Download from the list of menu options at the top-right of the spreadsheet view. |
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| 3 |
The Processing prompt appears. Click OK.
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If your recordset is over 10,000 rows, you are prompted to first filter the list of records to reduce it to a size that can be downloaded. (See step 1.) |
| 5 |
Once GraceBlocks completes generating the file, it will be posted into Notifications.
Additional notices you will receive: b. You will receive an email notice that the file is ready. This email notice will direct you to access the notifications area to download the file. |
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| 5 | Open the file that was downloaded to your desktop. |
The generated file is available under your desktop Downloads. It is a .csv file. The generated file reflects the columns and columns and rows meeting the layout definition in the view when you took the download action (columns showing and filters in use). |
🔔 Message thread fields on export: Only the most recent message is exported for message thread fields.
🔔 Attachment field on export: the URLs of the attached files are included.
🔔 The first column when downloading records is always the System ID, followed by all of the other columns in the user's view at the time of download (in the order they appear on the screen).
🔔 The sort order on export is always ascending by system ID.
🔔 Multi-select values are included, with each value separated by a pipe (|).
🔔 When downloading the added by, updated by, or collaborator fields, the format of the user being exported will be the user's ID followed by a pipe delimiter (|) and the user's first and last name. [User ID]|[First name] [Last name], [ID] Example: 234|John Doe.