How to Bulk Export Records from the DDLA_DOCS App

It is possible to run a report FOR ALL RECORDS in the DDLA_DOCS application in AppEnhance, the official Univeristy document retention application. The reporting data fields are limited to the fields indexed by the application. The following fields are currently indexed in the DDLA_DOCS application:

  • ID (Banner ID)
  • Last Name
  • First Name
  • Course Title
  • Course Number
     

Step 1. Log into the DDLA_DOCS application and run the report

  • Log into the ApplicationXtender application. NOTE: A VPN connection is required off campus.
  • Select the DDLA_DOCS application.
  • Click on the New Query button.
  • LEAVE THE QUERY FIELDS blank and click on the Run button; this will force AppEnhancer to search all the records in the DDLA_DOCS application.
  • Click on the OK button.

NOTE: Extender is limited to displaying 1000 records at a time. If there are more than 1000 records, AppEnhancer will display an error message (see the screen shot below). It may be necessary to run multiple queries to export ALL the records. Each query will be exported as a separate .tsv file that should be opened in MS Excel and saved to a .xlsx file. Multiple files should then be combined into one spreadsheet.

 

Step 2. Select the Files and Export

  • Select the Select All Checkbox in the upper right corner of the returned records. Once selected, an option menu bar will appear.
  • Click on the Export button, then select the Export All Indexes option to download a file of the records.

Note: The downloaded file will automatically be named indexvalues.tsv.

  • Open the indexvalues.tsv file in Microsoft Excel, then SAVE AS MS Excel .xlsx file type and rename as indexvalues1.
  • Open the indexvalues1.xlsx MS Excel file and find the oldest timestamp value located in the Activity Date column. This value will be used to run the next query using a range search.

 

Step 3. Run a new Query by Activity Date using a RANGE SEARCH

  • Click on the New Query button.
  • Click on the slider icon to the right of the Activity Date field.

  • Click in the Type of Comparison field and select the Less Than option.
  • TYPE (do not copy and paste) the oldest timestamp into the Value field. The date MUST BE entered in the following format: YYYY-MM-DD HH:MM:SS.

  • Repeat Step 2 above to export the new query results.
  • Open the new indexvalues.tsv file in Microsoft Excel and copy the records into the indexvalue1.xlsx spreadsheet.
  • Repeat the above steps until the all the records have been exported.
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