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User docs cont vi: draft exports section of user guide
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| Not yet written | ||
| DRAFT USER GUIDE | ||
| # Exports | ||
| [TODO: Screenshots throughout, if we need them] | ||
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| There are several exports available to allow you to use the information from the application in other apps. | ||
| These all export files in .csv format, which is importable by all common spreadsheet programs. | ||
| Many of these can be filtered down to the information you might need for a specific communication need. | ||
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| The exports available include (in alphabetical order): | ||
| - adjustments | ||
| - annual survey | ||
| - barcode items | ||
| - distributions | ||
| - donations | ||
| - donation sites | ||
| - items | ||
| - partners | ||
| - product drives | ||
| - product drive participants | ||
| - purchases | ||
| - requests | ||
| - storage locations | ||
| - transfers | ||
| - vendors | ||
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| ## Adjustments | ||
| [TODO: The adjustments export needs to be better to be actually useful] | ||
| ### Navigating to export adjustments | ||
| Click "Inventory", then "Inventory Adjustments" in the left-hand menu. Then click "Export Adjustments", | ||
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| ### Contents of adjustment export | ||
| Creation date, Organization, Storage Area, Comment, # of changes. | ||
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| ### Notes: | ||
| We have improving the adjustments export to include the changes made in each adjustment on our todo list. We'll also remove the organization as redundant information. | ||
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| Please reach out if this is a priority for you. | ||
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| ## Annual Survey | ||
| [TODO: Raise question -- shouldn't this be an export *across* years?] | ||
| ### Navigating to export annual survey | ||
| Click "Reports", then "Annual Survey" in the left-hand menu. Then click the year of the report you want to export. Then click "Export Report." | ||
| ### Contents of annual report export | ||
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| For more information on these, please see the [Annual Survey Report](reports_annual_survey.md) | ||
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| - Disposable diapers distributed, | ||
| - Cloth diapers distributed, | ||
| - Average monthly disposable diapers distributed, | ||
| - Total product drives, | ||
| - Disposable diapers collected from drives, | ||
| - Cloth diapers collected from drives, | ||
| - Money raised from product drives, | ||
| - Total product drives (virtual), | ||
| - Money raised from product drives (virtual), | ||
| - Disposable diapers collected from drives (virtual), | ||
| - Cloth diapers collected from drives (virtual), | ||
| - Disposable diapers donated, | ||
| - % disposable diapers donated, | ||
| - % cloth diapers donated, | ||
| - Disposable diapers purchased, | ||
| - % disposable diapers purchased, | ||
| - % cloth diapers purchased, | ||
| - Money spent purchasing diapers, | ||
| - Purchased from, | ||
| - Vendors diapers purchased through, | ||
| - Total storage locations, | ||
| - Total square footage, | ||
| - Largest storage site type, | ||
| - Adult incontinence supplies distributed, | ||
| - Adult incontinence supplies per adult per month, | ||
| - Adult incontinence supplies, | ||
| - % adult incontinence supplies donated, | ||
| - % adult incontinence bought, | ||
| - Money spent purchasing adult incontinence supplies, | ||
| - Period supplies distributed, | ||
| - Period supplies per adult per month, | ||
| - Period supplies, | ||
| - % period supplies donated, | ||
| - % period supplies bought, | ||
| - Money spent purchasing period supplies, | ||
| - Other products distributed, | ||
| - % other products donated, | ||
| - % other products bought, | ||
| - Money spent on other products, | ||
| - List of other products, | ||
| - Number of Partner Agencies, | ||
| - Agency Type | ||
| - Zip Codes Served, | ||
| - Average children served monthly, | ||
| - Total children served, | ||
| - Repackages diapers?, | ||
| - Monthly diaper distributions?, | ||
| - % difference in yearly donations, | ||
| - % difference in total money donated, | ||
| - % difference in disposable diaper donations | ||
| ## Barcode Items | ||
| ### Navigating to export barcode items | ||
| Click "Inventory" then "Barcode Items" in the left-hand menu. Then click "Export Barcode Items." | ||
| ### Contents of barcode items export | ||
| For each Barcode Item: | ||
| - Item Type, | ||
| - Quantity in the Box, | ||
| - Barcode | ||
| ## Distributions | ||
| ### Navigating to export distributions | ||
| Click "Distributions" in the left hand menu. Click the "Export Distributions" button. | ||
| ### Filtering the distributions export | ||
| The distributions export shows the same distributions as are in the main distributions page, and the filtering works the same way. | ||
| Before clicking the export button, you can filter by any of: | ||
| - date range (we recommend you use the calendar-style selection rather than typing it in, as the format is a bit fussy.) | ||
| - item | ||
| - item category | ||
| - partner | ||
| - source inventory (i.e. storage location) | ||
| - status (i.e. scheduled or complete) | ||
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| Specify the filtration you want, then click "filter". | ||
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| ### Contents of distributions export | ||
| For each of the distributions in the filtered list: | ||
| - Partner, | ||
| - Initial Allocation (when the distribution was entered), | ||
| - Scheduled for, | ||
| - Source Inventory, | ||
| - Total Items, | ||
| - Total Value, | ||
| - Delivery Method, | ||
| - Shipping Cost, | ||
| - State, | ||
| - Agency Representative, | ||
| - Comments, | ||
| - and the quantity in the distribution for each of your bank's items. | ||
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| Note: This includes inactive items as well as active ones. | ||
| [TODO: confirm that that statement is accurate] | ||
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| ## Donations | ||
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| ### Navigating to export donations | ||
| Click "Donations", then "All Donations" in the left hand menu, then click 'Export Donations'. | ||
| ### Filtering the donations export | ||
| The donations export shows the same donations as are in the main donations page, and the filtering works the same way. | ||
| You can filter by any of: | ||
| - Storage Location | ||
| - Source (i.e. Manufacturer, Product Drive, or Misc. Donation) | ||
| - Product Drive | ||
| - Product Drive Participant | ||
| - Manufacturer | ||
| - date range (we recommend you use the calendar-style selection rather than typing it in, as the format is a bit fussy.) | ||
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| When you have selected your filters, click "Filter", then "Export Donations" | ||
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| ### Contents of the donations export | ||
| For each of the donations in the filtered list: | ||
| - Source | ||
| - Date (this is the date you enter in the donation, rather than the date it was put into the system) | ||
| - Details (this is the manufacturer name or the product drive) | ||
| - Storage Location, | ||
| - Quantity of Items (the total quantity of items) | ||
| - Variety of Items (the number of different items) | ||
| - In-Kind Value, | ||
| - Comments, | ||
| - and the quantity of each of your organization's items in the donations. | ||
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| ## Donation Sites | ||
| The donation sites export is not yet implemented. If this is a priority for you, please reach out. | ||
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| ## Items | ||
| ### Navigating to export items | ||
| Click "Inventory", then "Items & Inventory" in the left hand menu. Then click "Export Items" | ||
| ### Filtering the item export | ||
| By default, the export will contain all active items. | ||
| You can filter it differently by only including the items for a specific base item, | ||
| or by also including inactive items. | ||
| Select what you wish to filter by,than click "Filter". | ||
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| ### Contents of the item export | ||
| For each filtered item, the export includes: | ||
| - Name, | ||
| - Barcodes (each barcode associated with that item), | ||
| - Base Item, | ||
| - Quantity (across your entire bank) | ||
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| ## Partners | ||
| The partners export contains high level information about the partner. It does not contain the information in the partner profile. | ||
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| [TODO: Do we neeed a partner profile export?] | ||
| ### Navigating to export partners | ||
| Click "Partner Agencies", then "All Partners" in the left-hand menu. Then click "Export Partner Agencies" | ||
| ### Filtering the partner export | ||
| By default, the partner export shows all the active partners. | ||
| You can export different groups of partners by clicking the partner filters which exist for the various statuses: | ||
| - Uninvited | ||
| - Invited | ||
| - Awaiting review | ||
| - Approved | ||
| - Error | ||
| - - (TODO: Check if error is a current thing, or perhaps a relic of the two db system?) | ||
| - Recertification required | ||
| - Decactivated | ||
| - Active | ||
| [TODO: add contents] | ||
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| ### Partner Export contents | ||
| For each partner in the filtered list: | ||
| - Agency Name, | ||
| - Agency Email, | ||
| - Agency Address, | ||
| - Agency City, | ||
| - Agency State, | ||
| - Agency Zip Code, | ||
| - Agency Website, | ||
| - Agency Type, | ||
| - Contact Name, | ||
| - Contact Phone, | ||
| - Contact Email, | ||
| - Notes | ||
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| ## Product Drives | ||
| ### Navigating to export product drives | ||
| Click 'Community', then 'All Product Drives' in the left hand menu, then click "Export Product Drives" | ||
| ### Filtering the product drives | ||
| The product drives can be filtered by | ||
| - name, | ||
| - item category, and | ||
| - date range. | ||
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| It is defaulted to all drives, this year. [TODO: This will need updating when we change the default timespan] | ||
| To filter the export, make your selections, then click "Filter" before clicking "Export Product Drives". | ||
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| ### Product Drive Export content | ||
| For each filtered product drive, the export will contain: | ||
| - Product Drive Name, | ||
| - Start Date, | ||
| - End Date, | ||
| - Held Virtually?, | ||
| - Quantity of Items, | ||
| - Variety of Items, | ||
| - In Kind Value, and | ||
| - the quantity donated for each item in alphabetical order. | ||
| - | ||
| ## Product Drive Participants | ||
| ### Navigating to export product drive participants | ||
| Click 'Community', then 'Product Drive Participants' in the left hand menu, then click "Export Product Drive Participants" | ||
| ### Product Drive Participant Export content | ||
| - Business Name, | ||
| - Contact Name, | ||
| - Phone, | ||
| - Email, | ||
| - Total Diapers | ||
| - The title for this should be Total Items, as that is what is shown. | ||
| - [TODO: initialize issue for this discrepency] | ||
| ## Purchases | ||
| ### Navigating to export purchases | ||
| Click 'Purchases', then 'All Purchases' in the left hand menu. Then click "Export Purchases" | ||
| ### Filtering exported purchases | ||
| You can filter the purchases by: | ||
| - Storage location | ||
| - Vendor | ||
| - Purchase date | ||
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| The default is all storage locations and vendors, and the current year | ||
| [TODO: update this when we change to 60 days prior, 30 days forward] | ||
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| Make your selection and click "Filter" before clicking "Export Purchases" | ||
| ### Content of Purchases Export | ||
| For each purchase in the filtered list: | ||
| - Purchases from (the vendor name) (TODO: Shouldn't this be Purchased from, or Vendor?) | ||
| - Storage Location, | ||
| - Purchased Date, | ||
| - Quantity of Items, | ||
| - Variety of Items, | ||
| - Amount Spent (all currency amounts are in dollars), | ||
| - Spent on Diapers, | ||
| - Spent on Adult Incontinence, | ||
| - Spent on Period Supplies, | ||
| - Spent on Other, | ||
| - Comment, and | ||
| - the quantity of each item included in the purchase. | ||
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| ## Requests | ||
| ### Navigating to export requests | ||
| Click 'Requests' in the left-hand menu, then "Export Requests" | ||
| ### Filtering exported requests | ||
| You can filter the exported requests by the following: | ||
| - Item | ||
| - Partner | ||
| - Status (Pending, Started, Fulfilled, Discarded) | ||
| - Date Range | ||
| Make your selection, then click 'Filter' before clicking 'Export Requests' | ||
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| The default is all requests in the current year | ||
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| (TODO: update the default if we get to that before this is published) | ||
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| ### Contents of requests export | ||
| For each filtered request, | ||
| - Date, | ||
| - Requestor (i.e. partner) | ||
| - Status, and | ||
| - the quantity of each item requested. | ||
| - Note: If you have packs enabled (upcoming feature), there will be a column for each unit that you have enabled for each item. Otherwise, one column per item. | ||
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| ## Storage Locations | ||
| ### Navigating to export storage locations | ||
| Click "Inventory", then "Storage Locations" in the left-hand menu. Then click "Export Storage Locations" | ||
| ### Filtering exported Storage Locations | ||
| You can filter the exported list by Item. This will give all storage locations that have ever had that item, *not* those with current inventory. | ||
| (Note: including inactive is currently broken) | ||
| [TODO: Write up including inactive] | ||
| [TODO: Check that by item filter works for export storage location] | ||
| The default is all active storage locations. | ||
| [TODO: IT looks like the export doesn't include the inactive when selected.] | ||
| Make your selections, then click "Filter" before clicking "Export Storage Locations" | ||
| ### Contents of storage location exports | ||
| For each storage location in the filtered list: | ||
| - Name, | ||
| - Address, | ||
| - Square Footage, | ||
| - Warehouse Type, | ||
| - Total Inventory, and | ||
| - Quantity for each of the organization's items. | ||
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| ## Transfers | ||
| ### Navigating to export transfers | ||
| Click "Inventory", then "Transfers" in the left-hand menu. Then click "Export Storage Locations" | ||
| ### Filtering exported transfers | ||
| You can filter the transfers by: | ||
| - From location | ||
| - To location | ||
| - date range. | ||
| - Note that this is the date the transfer was entered in the system, which may or may not be when it happened. | ||
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| The default is all the transfers for the current year (Note: we are soon changing this to 60 days prior, 30 days forward from today). | ||
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| Make you selection and click 'Filter' before clicking "Export Transfers". | ||
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| ### Contents of transfers exports | ||
| For each selected transfer: | ||
| - From, | ||
| - To, | ||
| - Comment, | ||
| - Total Moved | ||
| - (TODO: Really? This should have the total moved for each item. Make an issue to make it so.) | ||
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| ## Vendors | ||
| ### Navigating to Export Vendors | ||
| Click "Community", then "Vendors" in the left-hand menu. Then click "Export Vendors" | ||
| ### Contents of vendors export | ||
| - Business name | ||
| - Contact name | ||
| - phone | ||
| - address | ||
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| [Prior: Manufacturers](community_manufacturers.md) [Next: Summary reports](reports_summary_reports.md) | ||
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