Export to Spreadsheet

Clients, Caregivers, Customers and Referrers

Client, Caregiver, Customer and Referrer data can be exported to a comma-delimited format, a very useful format that can be opened in a spreadsheet program (such as MS Excel). This allows you to work with your data in a variety of ways, effectively creating ad hoc reports. Used in conjunction with Word Mail Merge functions, you can make form letters and mailing labels, phone and address lists, birthday lists, etc.

There are two ways to export this information: from a list of entities (for example, the Active Client list) or from the main Rosemark window. The main difference is that, when exporting from a list, it will only include those on the list (for example, Active Clients), while exporting from the Rosemark window includes all Clients, Caregivers, etc. without regard to their status.

Export from a List

For our example, we'll look at exporting Active Clients.

From the main Rosemark window, go to the Clients menu and click on Client list - Active. Once you are in the list, click on the File menu (be sure you're on the Clients list File menu, not the main Rosemark File menu) and choose Export list to spreadsheet... It will then open a list of all the fields for export, so you can choose which ones you want.

Figure 181: Menu for exporting Client list to a spreadsheet

Selecting Fields

The next step is to select which fields you want. Depending on your purpose, you may only want a handful of fields to end up in the spreadsheet, or you may want all or most of them. For example, if you wanted a list of all Clients and their Zip codes, you would only want name.firstName, name.lastName and address.zip selected. If you want just a few, start by clicking Select None, then click the check-box next to each one you want. If you want them all, you can skip this step altogether and just click OK right away. If you have started to change the selections and you want them all back again, just click the Select All button.

Figure 182: Menu for exporting Client list to a spreadsheet

Once you've made your selection, click OK and it will ask you where to save the file. Be sure to make note of where you are saving the file so that you can get to it to open it later. Once it's there, you can just double click on it; most computers will automatically open it in Excel. If you have any trouble or would like any help figuring out how to work with these files, just give us a call at 734-662-3537.

Export All

If you want to export all of Clients, Caregivers, etc, you can bypass the list and go to the main File menu and select Export to Spreadsheet...  then choose either Clients, Caregivers, Customers or Referrers. You will be prompted for the name and location of the file. Make sure you know where it is! If you're unsure about this, just choose Desktop, so you can find it later. The default name will be either clients.csv, caregivers.csv or customers.csv, respectively.

Figure 183: Menu for exporting Client, Caregiver, Customer or Referrer data to a spreadsheet

Exporting Shifts

You can export any list of Shifts to a spreadsheet file, which can then be opened in Excel or any similar application. This can be helpful for a number of reasons, including transferring Shift information to other programs for billing and payroll, analyzing Shift data, etc. To see more detail on this, see the section on Printing and exporting Shifts.

Exporting Document Metadata

You can export the information about all of the documents and files you currently have stored by clicking on the Documents entry in the Export to spreadsheet menu. Note that this does not download the documents themselves but a listing of pertinent information about them (metadata), including name, extension, entityType, entityName, fileSize, fileDate, uploadedDate, lastDownloadDate and description.