Create Export - Formatting

The formatting tab contains a drop down menu of records contained within the file; a "Save Formatting" button; and ten columns for each field pulled into the file. Each field will appear as a row on the formatting tab.

The formatting tab is found within an advanced export. When the advanced mode option is selected on an export's properties tab, additional tabs become available for use. The formatting tab allows users to customize and manipulate fields within an export.

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Filter by Drop Down Menu

The "filter by" drop down menu will display all records contained within the file. The number of records included is configured on the Records tab of the data export. When a record is selected from the drop down menu, the page will refresh and display fields only contained within that record (fields can be added to records on the Fields tab of the export.) If only one record is on the file, the user can click the drop down menu, but only one option will appear.

Save Formatting

Clicking this button saves data entered into any of the open text fields on this page. A user should click Save Formatting before navigating to another record within the formatting tab.

Columns

The columns on the formatting tab allow for a more custom export. Each column contains a header that describes the data held within the rows. The column headers and definition are as follows:

  • Export field
    • The title of the field pulled into the file
  • Max field length (for delimited files) -or- Position (for fixed length files)
    • Max field length, used in delimited fields, allows the user to limit the amount of characters the field exports. Example: if the field is Middle Name and the user wants to only see the middle initial, a max field length of one can be entered, and the export will only the first letter of the middle name.
    • Position, used in fixed length files, determines the numerical position the field should appear. This works only for text files (.txt extension) and is typically only used upon benefit carrier request.
  • Prefix
    • This is an open text field box that allows the user to enter in any characters. The data entered into this field will export as a prefix to the applicable field without any spaces. It is common to pull a custom text field (a field that is blank) into the file and enter data into the prefix field to populate information on the file that will be hard coded.
  • Suffix
    • Similar to the prefix field, this is an open text box and any characters can be entered. Data entered into this field will populate in the file directly after the applicable field, without spaces.
  • Column Header
    • This column will appear only when "Include Column Headers" is selected on the properties tab of the export. The column header field is an open text box and any characters can be entered. The column header will populate the data entered at the top of the file and will not be repeated per record. This is useful when a user is pulling a custom text field into the file but the user does not want the header of the column in the file to be "Custom Text Field". 
  • Exclude Field
    • This is a check box. When selected, the applicable field will be suppressed from the export, meaning the data will not appear on the file. A use case for this functionality would be when a user wants to reference a particular field in the mapping of a file, but does not want that field itself to appear in the export.
  • Mapping (configuration)
    • This column contains the link to add, edit, or delete mapping configuration on a field. When a user clicks on the mapping hyper link on a field, the user will be redirected to the mapping configuration page. The field mappings configuration page contains the following elements:
      • Copy Mappings from this field to:
        • This allows the user to update field mappings and copy them to another field. This will cut down use time when configuring a file. The user has the ability to select the record from the first drop down, and then the field within that particular record in the second drop down
      • Add x new mapping groups
        • Allows user to add one or multiple mappings groups to field mappings configuration
      • Red plus sign icon
        • Allows user to add a new row to a mapping group
      • Conjuction
        • When a mapping group contains multiple rows, a conjunction must be specified. The available conjunctions are "and" and "or."
      • Source Field
        • The field within the record that the mapping group should reference. 
      • Operator
        • The operator qualifies the data in the mapping group. The available options are equal to, not equal to, less than, greater than, less than or equal to, greater than or equal to, contains, does not contain, is one of, is not one of, is one of (lookup), is not one of (lookup). 
      • Source Value
        • Value used to compare against the source field. There are two options when entering a source field: an open text box and a drop down menu that pulls all non-custom text fields available in the record.
      • Mapped Value
        • This will be the value that appears in the export when a record passes the logic in the mapping group. There are four options in the mapped value field: an open text field; a drop down with all non-custom text fields available in the record; an option to exclude the field; and an option to exclude the entire record.
  • Mapping
    • In this column, the title of the column header is "Mapping." The data populated in the rows that follow are question icons when a mapping group exists against the field. Hovering over the question icon shows the first ten mapping groups that exist against the field.
  • Formatting (configuration)
    • This column contains the link to add or remove formatting configuration on a field. When clicked, the user will be redirected to the field formatting configuration page. From here, the user can format the value of the field by selecting an option and clicking save. The user will select a formatting option that corroborates with the field selected. Example: if the field is a date, the user may want to select a date format, such as CCYYMMDD.
  • Formatting
    • In this column, the title of the column header is "Formatting." When formatting is configured on a field, the formatting description will appear in the rows under this column. 
  • Notes
    • This is an open text field that allows the user to type notes against a certain field. This is commonly used when the field itself does not describe its purpose in the file (i.e. a blank custom text field will not tell the user what the field is for; the notes section can notify other users what the intended purpose of the blank field is for.)
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