Using the Excel Integration Wizard

Aptify lets you easily export data from any view to Microsoft Excel using the Excel Integration Wizard. An organization can use Aptify's standard Excel Integration, or an administrator can also create a custom configuration of the Excel export functionality.

The Excel Integration Wizard in Aptify supports Microsoft Excel 2003 and later.

This topic includes the following sub-topics related to the Excel Integration Wizard:

Running the Excel Integration Wizard

The Excel Integration Wizard icon is available on the Entity List View (ELV) toolbar for each service.

Follow these steps to export the view data to Microsoft Excel:

  1. Open or create a view that contains the data you want to export.
  2. Select the records that you want to export.
    • Only the records that you select are exported to Excel.
    • To export all records in the view, do not select any records. If you have already selected one or more records, you can clear your selection by right-clicking in the view and choosing Clear Record Selection from the pop-up menu.
    • Note that if your view contains one or more HTML fields, the Aptify Excel Integration wizard strips out all HTML tags and displays only the field's text contents in the Excel export file.
    • The figure below displays a view of the Employees service. 
  3. Click the Microsoft Excel Export icon to launch the Excel Integration Wizard.
    Excel Export Button
  4. Select the Type.
    • Copy Data: Exports the current view into Excel; the Excel file is not updated when data within the view changes.
    • Link to Data: Links the Excel file to the current view; the spreadsheet cells update to match the view each time you click the Refresh Data option within Excel.

      When selecting the Link to Data option, the system will prompt you to enter login information if you are connected as an untrusted user.

      Excel Integration Wizard

  5. Select a Mode.
    • View in Excel: The wizard opens Microsoft Excel and displays the view data in an untitled Excel book.
    • Save to File: The wizard saves the view data to an Excel file; you specify the file name in the File Name field under the Options heading.
    • Save to File + View in Excel: The wizard saves the view data to an Excel file and then opens Microsoft Excel to display the file.
  6. Select one of the Column Header Display Options.
    • Use Display Names Shows each field's Display Name within the first row of the Excel spreadsheet.
    • Use Database Field Names: Shows each field's Name within the first row of the Excel spreadsheet.:
    • A field's Name and Display Name are defined within the service's Entities record. The system administrator can edit the Display Name as necessary. In many cases, a field's Name and Display Name share the same value.
  7. Set the File Name and Worksheet Name, if applicable.
    • File Name: The name and location of the Excel file you want to create. Click the ellipsis (...) button to browse for the location. When entering a file name, use the .xls extension. Note that this option is only required if you set Mode to Save to File or Save to File + View in Excel.
    • Worksheet Name: The name of the Excel worksheet that the wizard creates. The worksheet name appears on the tab in the lower-left corner of an Excel screen. 
  8. Click OK
  9. If prompted, enter your login information to establish a link between Aptify and Excel.
    • This login dialog typically appears when you set Type to Link to Data and you are using an untrusted connection.
      DSN Login Dialog
  10. If you set Mode to View in Excel or Save to File + View in Excel, Microsoft Excel will launch automatically.
    • If you set Type to Copy Data, the data appears in Excel as plain text without any formatting.
      Copy Data Export Option
    • If you set Type to Link to Data, the data is formatted within Excel (for example, headings appear in bold and the columns widths are set to auto-fit). To refresh the data at a later date, right-click anywhere within the linked data and select Refresh Data from the drop-down menu.
      • With Microsoft Excel 2010 and 2007, to refresh the date, select the Refresh option as below. 
        Link to Data Export Option 

When Type is set to Link to Data, Aptify updates the Excel file with changes made to the displayed fields and modifies the record set as necessary (if you exported all records in the view and then you add or remove records that meet the view's filter criteria); it does not update the Excel file to reflect changes made to a View's properties.

Defining Organization-Specific Behavior for the Excel Integration Wizard

This section is intended for administrators who want to implement specialized behavior for Aptify's Excel Integration component.


In Aptify, a developer can create an Excel Integration component to define an organization-specific configuration of the Excel Export functionality. A developer can also define a default configuration for all views within the Aptify system or entity-specific Export to Excel wizards depending on an organization's needs. For example, a developer can create an integration component that adds an audit trail for exports run from the Companies service.

To facilitate this functionality, Aptify includes two Entity Plug-In Types that an administrator can use to implement the desired behavior of the Excel Export functionality.

  • Excel Integration Default (37): This plug-in type, when added to the Views entity, defines the default Excel Integration component that will be used by the Excel Export wizard for all entities that do not have an entity-specific Export To Excel wizard. If this plug-in is not specified, Aptify's core Excel Integration component will be used.
  • Excel Integration (38): This plug-in type, when added to a particular entity, defines the Excel Export wizard for the entity and overrides the default Excel Integration logic specified in the Views entity (or the core Excel Integration component if a default integration plug-in is not specified in the Views entity).

See Developing Entity Plug-in Objects for more information about creating an entity plug-in object leveraging Aptify's existing objects to modify or enhance an entity's business logic.


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