You are here:
< Back

Using the Data Exporter

Sometimes there comes a time when you will need an export of your data from the system. This can be for several reasons:

  • Sending debtor data to be skip traced
  • Private company data backup
  • Sorting and analyzing data in Excel
  • For import into a dialer software, and more

NOTE:  Exporting data does NOT remove or delete any data from the system.

 

There are four (4) different types of data that can be exported from SimplicityCollect. These are all separate, INDIVIDUAL files that are not combined. You can export each one separately and manipulate them further in Excel, if needed.

Above you will see 1. Export Accounts (for basic data), 2. Export Notes (for account notes and optionally transaction notes), and 3. Export Phones (for all phone numbers on accounts).

There is also a small gray link below the Export Accounts area that says: <Show Document Export>. When clicked, this shows the last export option, 4. Document Exporter. This is for ALL documents attached to accounts via the Doc Folder.

Continue reading below to see a walkthrough for each of the first three (3) types of data that can be exported.

 

Exporting General Account Data

1. Click on Tools > File Exporting > Data Exporter.

2. The box at the top contains various filters (collector, client, status, claim received date range, etc.) from which you can customize the data that you want exported. For example, if you want to analyze the accounts of a certain client, select this client from the filter list. Leaving the filters as they are will tell the system that you want all accounts exported.

3. Under the Data Elements to Export section, select each data element (field) that you want to export the data from, and click the Add >> button to include the field in your export mapping.  The fields are sorted into Field Type categories for easier organization.

  • There is a Select All box above the Available Fields area, which will allow you to export all fields at one time. Exporting all the data will make a spreadsheet with columns for each of the data boxes selected. It is therefore suggested that you only select the fields that are important to your data export. You can still use the ‘Select All’ box to select all of the data elements, and then remove the fields you don’t want.

4. You can reorder items in the Export Fields column with the up and down arrows to the right-hand side of the box. This will determine the order of the data elements on your spreadsheet.

5. You can also choose the format that the data is exported in, between CSV (Comma Delimited) and TXT with a delimiter of your choice.

6. (Optional) You can click the View Report button to preview your export data.

7. (Optional) You can check the box for Merge Phones to export all debtor phone fields, rather than just the primary phone field (which is the default when you select the fields like Debtor Phone, Debtor Cell, etc.)

8. Click on the Export Accounts button. This will start a download of the file to your computer. Follow your internet browser’s instructions for how to download.

 

Exporting Notes

1. Click on Tools > File Exporting > Account Exporter.

2. In the box with the various filters (collector, client, status, claim received date range, etc.) select filters for the accounts that you want exported.

3. Click on the Export Notes button.

4. (Optional) You can also select Include Transaction Notes which will export all notes associated with the financial transactions on accounts which meet the filter criteria.

5. The generated .csv file will include some basic information automatically. You do not have to select any of the data elements for these to appear. The columns will include: Account Number, Client Claim Number, Collector Name, Note Author, Note Type, Note, and Note Date.

 

Exporting Phone Numbers

1. Click on Tools > File Exporting > Account Exporter.

2. In the box with the various filters (collector, client, status, claim received date range, etc.) select filters for the accounts that you want exported.

3. Adjust the filter options for Including/Excluding and [ALL], Good, Bad, and Unknown.

4. Click on the Export Phones button.

5. (Optional) You can also select Include Transaction Notes which will export all notes associated with the financial transactions on accounts which meet the filter criteria.

6. The generated .csv file will include some basic information automatically. You do not have to select any of the data elements for these to appear. The columns will include: Internal Case ID, Account Number, Client Claim Number, Debtor’s Name and Current Balance Due, followed by a list of all the Phones for that debtor, their Type (Home, Cell), their Status (Good, Bad), and their Description (if any have been added to the system).

Saving a Configuration

If you find yourself performing the same exports repeatedly with the same filters, you can select those filters and actions and save them as a workflow Configuration. This is located at the top of the Data Exporter screen right above the filter options.

1. Enter all of your filters and export fields (if any) as you want them normally.

2. Go up to the box at the top of the screen called Name: and enter a name for the Configuration you would like to save.

3. Click the Add button to the right-hand side of the box.

4. This Configuration will now appear in the list on the upper left-hand side of the screen, where it says [Configuration].

5. To load a former Configuration, select it from the drop-down list and then click the Load button.

  • When you have a Configuration selected from this list, you can use the Load button to load it, the Update button to update it (if you make any changes to the filters and/or data elements below) or the Delete button to remove it completely.

6. The Configuration settings will now automatically populate in a) the Filters area and b) the Data Elements to Export area.

 

See anything missing or out of date on this page? Please contact Simplicity Support at helpdesk@simplicitycollect.com.