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References - Export Presets

An Export Preset is a selection of pull fields that be used to extract information out of a created List, typically generated from a Report. These are typically used to include additional information from the Reports Ability that are present by default in a Report. 
The Export Preset Reference category in the References Ability contains all Export Presets that have been created. From here you can manage your Presets, or you can add or delete them. You can also generate Export Presets on the fly, which is covered later in the article.
A List can be created in a Report by clicking the Make List on a generated Report in the Reports Ability, and can also be created manually from the Lists Window, located in the Window Menu. For our purposes, we'll be focusing mostly on Lists made from Reports.
A note on Export Presets: This topic can be convoluted and we strongly recommend you contact MacPractice Support if you encounter any difficulty implementing the information in this article.

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The Export Presets Reference functions like many other References, where you can click the Green Plus in the sidebar to add a new Preset, or you can delete them by selecting an existing Preset in the sidebar and clicking the Red Minus.
While you can add Export Presets from the References Ability, we strongly recommend that you use this Reference category to EDIT an existing preset. Creating a preset on the fly is usually preferred, as not all List items will apply to each report. By performing this action on the fly, you are guaranteed to be presented options that will apply to that specific report.
A Preset will allow you to select one out of the eight data lists that are available. Each data list contains pull fields that can be extrapolated from reports. Within a list, you can select as many items as you would like to pull from a generated report, but from only one data list.
Information from the created resulting file will be organized by the first checked item to the last checked item.

More information on what options are present in each List can be found here.
Let's take a moment to break down the full process of creating an Export Preset from References, vs. On the Fly.
References > Export Preset
To create an Export Preset under the References ability, select the Export Preset node in the sidebar, then click the plus button to create a new record.
 
Each data list presented here contains specific pull fields that can be extracted out of MacPractice in conjunction with the Reports Ability.
To select one of these data lists, check the box then toggle the arrow down to select the desired pull fields. Remember that you can only choose one List to pull information from, but as many options WITHIN the List as desired. To generate information from multiple data lists, you will need to use multiple Export Presets.
When you select the desired pull fields,  those fields will appear in the table to the right of the data lists, allowing you to confirm the selection is the needed pull field.
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The final product of a generated file will have the pull fields you selected in the order you selected them.
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When you have finished configuring your export preset, you can press Command-S to save your changes. Don't forget to save! If you do, a prompt will appear asking if you wish to Save or Cancel your changes.
From there you can open the List Window and apply that freshly created Export Preset to a List. You'll need to make sure you have the List available. To generate a List from a Report, navigate to the Reports Ability, select a Report which you would like to run that captures the list of patients you wish to pull more data from, and click the "Make List" button once you have generated that Report. 
Once you have your list, simply select it in the Lists Window, then click the Export button.
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In the Presets drop down, select your created Preset. You can also select the format of the exported file. You can choose CSV, Tab Delimited, or Pipe Delimited.
If you also want to include the Report data if the List was generated from a Report, make sure the "Include Report Data" checkbox is toggled on.
Once set, click the Export button. You'll be prompted to choose where to save the Export, as well as the file name. If you wish to convert the generated file into an Excel spreadsheet, simply rename the file's extension to .xls.
 
Creating Presets On The Fly
As previously mentioned, the ideal method to create Export Presets is on the fly, as this will ensure you are presented the options that are available with your given report's generated list.
First, you'll need to make sure you have the List available. To generate a List from a Report, navigate to the Reports Ability, select a Report which you would like to run that captures the list of patients you wish to pull more data from, and click the "Make List" button once you have generated that Report. 
It is important to note that Lists, once made, are retained until you choose to delete them. If you make lists frequently, it is very likely that your List Window will become cluttered with old Lists and you may want to consider deleting old Lists periodically.
To create a preset on the fly, you will need to click the Export button from the List window. If you don't see your list, you may need to use the drop down menu at the top to select your Current User.
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This will bring up the Export Popup window. In the Presets click "New Preset".
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First, enter a name for the preset. Make sure this name is easily identifiable for future purposes.

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Now, you'll be able to select the list of information you wish to pull from (which is different from the generated List in the Lists Window! We know, it's complicated and confusing)
When generating on the fly in this manner and configuring an Export Preset you'll note that you're only presented options that are available for this generated list. This is why we recommend generating Export Presets on the fly, as you're guaranteed to set up an Export Preset that works for this List.
First, check the available List (or the desired List if there are multiple listed, but remember you can only choose one), then expand the node to review all the other pull fields you can pull from and include in the export. Check the pull fields you wish to pull into your export, in the order you wish to see the data displayed in the export. Once complete, click the Create button.
Once you create the Preset, you can then select it in the drop down menu.
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You can also select the format of the exported file. You can choose CSV, Tab Delimited, or Pipe Delimited.
If you also want to include the Report data if the List was generated from a Report, make sure the "Include Report Data" checkbox is toggled on.
Once set, click the Export button. You'll be prompted to choose where to save the Export, as well as the file name. If you wish to convert the generated file into an Excel spreadsheet, simply rename the file's extension to .xls.
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