Multi Excel export for different views

After having learned how to export ticket lists from the in-STEP BLUE ticket system to MS Excel files, now you can get to know the multi Excel export feature Export views to Excel.

Often, in-STEP BLUE users find themselves in the situation where they can present all desired information in in-STEP BLUE, but cannot put them all together in one view. Then you can’t, for example, present all information of a product view and of an activity view in one view.  This is where the multi Excel export comes in. With this feature, you can export many popular views into a MS Excel file. One spreadsheet will be filled out in Excel per view. Using a macro that can be stored in the Excel template, the information can be processed at the end and preseneted in further spreadsheets.

Tickets, work assignments and employees – export everything at once

As an example, we will export the two views Tickets and work assignments and Employees of this organizational unit  into a MS Excel spreadsheet. Through a small macro the work assignments should be written on more worksheets, including the telephone numbers of the editors, and the list of the employees with their roles.

To get started, log in as an administrator of your in-STEP BLUE Ticketsystem and create – almost as a finger exercise – a new property Telephone number in the category USER. Allocate it the type alphanumerical. How to do it is described in the blog entry “Create a product type for tickets“.

So that the telephone number is shown in the view employees in this organization, simply fill in the view configuration around the column Telephone number. This process is described under “Organize storage and create tickets“. The results should look like this:

Konfiguration der Sicht Mitarbeiter dieser Organisationseinheit

Configuration of the view Employees of this organizational unit

Open the view Templates in the view group Administration and create an Excel file Multi_Excel_Vorlage.xlsx in the folder German. The Excel file should contain three spreadsheets – view 1, view 2 and result.

Die gewünschte MS Excel-Vorlage anlegen

Create the desired MS Excel template

In the MS Excel file, store the macro that evaluates the contents of the exported views on the sheets View 1 and View 2 and presents them on the results sheet. (If you need support here, I would be glad to help you with an appointment at your premises.)

Now it’s time to configure the command Export views to Excel. Open the dialog adapt the in-STEP BLUE bar via the menu command Organizational unit/ adapt in-STEP BLUE bar…

On the right side, find the command Export views to Excel and add it to the view group Tickets.

Den Befehl der Sichtengruppe hinzufügen

Add the command to the view group

The configuration dialog of the command should open. Add the views that you want to export using the + button. Enter the name of the work sheet onto which the view contents should be represented. You can also enter to which row the content should be entered, and whether the column headings of the view should also be entered into the MS Excel file. As a template, select the MS Excel file you just created from the template folder.

Den MS Excel-Export konfigurieren

Configure the MS Excel export

After the command has been created in the view groups, you can change the name using the properties of the command (access it via the context menu). Name the command: Work assignments with editor information.

The result

Now, if you click on the command, both the entered views will be exported into a MS Excel file.

Der Export in Sicht 1

Export in view 1

Der Export in Sicht 2

Export in view 2

If you have saved a corresponding macro in the templates and execute it, you can bring the information together in the spreadsheet Results.

Die gemeinsame Auswertung verschiedener Informationen

Shared evaluation of different information

Working with multi Excel export was easy, wasn’t it? In the next articles of the series you will see how activities can be automatically created from work assignments, which you can use to be able to plan employee’s work commitment. Just follow the along to come step by step to your own ticket system. If you have any wishes or tips, just get in touch with us at service@microtool.de or 030/467086-20. We are looking forward to your feedback!

Axel Höner is an expert for the integration of in-STEP BLUE and other microTOOL software products into IT environments of any size. A certified Project Management Expert (IPMA), he specializes in consulting and process optimization.

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