The primary purpose of this release is to introduce a new module that enables councils to export process data into CSV format. We will walk through this functionality and some new permissions around accessing cases unassigned to you.
Export Process Data to CSV
This release provides a new module, which enables the export of process data into CSV for manipulation/reporting upon.
This is available here:
| Function | Process Data Types |
| My Tasks | Officer specific outstanding process data |
| Supervise Tasks | All processes (incomplete) a user has permission to view I.e. this could technically be ALL in progress processes if they had permission to do so |
| Search Processes | All processes (incomplete/complete) a user has permission to view I.e. this could technically be ALL processes if they had permission to do so |
The following illustrates this new button within the Supervise Tasks screen. I.e. First click Filter:
The reason for placement in here is that it means it can take account of filters you set as well. I.e. if you filter the results like so:
You can then choose to only export this data set. I.e.
Data Export Fields - My Tasks/Supervise Tasks
The data that is output for each process is as follows for My Tasks and Supervise Tasks:
| Data item output |
| Process name |
| Current Step |
| Account (that the process is associated with) |
| Category |
| Reference (I.e. Form Reference) |
| Started On (Current step start date - Date and Time format) |
| Last ActivityCurrent step last modified - Date and Time format) |
| Target Date (Current step target date - Date and Time format) |
| Allocated to (the current user assigned it) |
| Process Start Date (Overall process start date - Date and Time format) |
| Key fields (This will map all of the key information associated with the process) |
| Notes (This will map all of the notepad entries for the process) |
Data Export Fields - Search Processes
The data that is output for each process is as follows for Search Processes:
| Process name |
| Process Started on (Date and Time format) |
| Current Step (only shown if the process is in progress) |
| Current Step Allocation (the user currently assigned it) |
| Process Completed On(Date and Time format) |
| Process Completed By (the user that completed the process) |
| Key fields (This will map all of the key information associated with the process) |
| Notes (This will map all of the notepad entries associated with the process) |
Working with the CSV files
When you click the Export to CSV button your browser will save the file to your downloads. You will need to ensure that your browser is set to allow downloads from the site in case your IT has restrictions which prevent this.
When the file is downloaded it is in a format that can be readily imported to Excel. To format the file nicely in Excel you will need to:
- Select the first column
- Navigate to the Data tab in Excel
- Select Text to Columns
You will then be able to select to convert the text to columns with a delimiter. Click Delimited:
Then in the next screen set the Delimiter to be 'Other' and in the box enter a 'pipe'. This is a vertical line and is on a key beside the return key on your keyboard:
Pressing finish converts it to the following:
Why a pipe?
The main reason we had to use a pipe is that key information/notes are separated by columns and so would have led to confusion in Excel when converting from Text to Columns.
Key Information & Notes
There is a significant challenge in creating a file that is consistent when the number of key information fields and notepad entries can change from one process to another. As such for each key information field three pieces of data are placed in the column.
- Value
- Code
- Name
So as an example if you have an question where the field id is RubbishType, the label for the field is Type of Rubbish and the actual answer provided by the customer was Furniture you would get this:
{"Value":"Furniture","Code":"RubbishType","Name":"Type of Rubbish"}
IF you want to be able to report/filter upon specific key information then another element of Excel needs to be used.
This time open Excel first. Then click on the Data tab and select the following option:
Then when the following screen opens - click Transform Data:
When this has completed scroll to the right to Key fields column. Right click on the heading and select Transform then JSON like shown here:
This will make each row say 'List'. Next left click on the two arrows facing away from each other on the right hand side of the Key Field column. When you do click Expand to New Rows as shown:
When done click the Expand arrow i.e. the one of the right of the Key Fields column again and you should get a prompt like this:
If you just click OK in the above you will end up the field id, field label and the value separated each of the key fields out for each process.
However, you could also have chosen to only select 'Value' meaning only the actual answer provided by the customer is shown.
AND whilst in this view you can filter for specific details. I.e. If I only wanted details of fly tipping processes where it was black bags I can do this:
If you didn't filter and kept everything, clicked Close and Load in this screen:
You will then see the content in a worksheet for use however you like:
Accessing process that are not assigned to you
When you are supervising work being done by others you might want to look at the detail of a process. Right now if you want to view the detail of a process you need to be assigned it.
This release adds a new function that means that processes can be
When adding/editing a process there is a new option:
- Updateable by group
What this means is that you are assigned this group you are able to open/edit the process without needing to be assigned it. I.e. a supervisor could add a private note for the officer on their return etc.
OpenProcess - Release Version Details
The following is the release version info: