Exporters
Download or automatically deliver filtered sets of records in a file.
Exporters identify records and fields to download or deliver in a file. Each file includes the records that meet filter and timeperiod criteria, and each record includes only specified fields. Formatting options allow you to customize the filename and some of the data.
Exporters screen
The Exporters screen lists the available export specifications, and provides details about each, including the name, the type of file (format) that the data is in, the exported fields, the filters applied to the selected fields, and when the specification is used to export data.
Exporters are sorted by order — lower orders appear closer to the top of the list — and can be filtered by exporter name. Use the search bar at the top of the list to search for a particular exporter. For example, if you follow a naming convention for connectors based on their type, search can help you locate those specifications more quickly.
For details about creating and using export specifications, see:
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Export details describes the required and optional properties of a specification.
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Export formats describe the details of the possible export file-formats.
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Filters limit the records included in the export to those matching specific field values.
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Advanced export options customize the filters and export formats.
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Schedules and Destinations define when and where to send automatic export deliveries and notifications.
To use and access Exporters, see Accessing Integrations.
This video provides an introduction to using Exports to create an ad-hoc, filtered export:
Create an export
Before creating an export:
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Access to Exports requires permission for the user, and the user needs permission to access the folder that contains the exports.
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On the Users admin screen, select the user account of the administrator.
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Turn on the User has access to Exports capability.
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For the company folder (User has Permission Profiles for '<folder>'), grant the Build and manage non-reporting portal sourced exports permission.
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For exports that will be loaded into external systems or applications, work closely with the company’s technical or IT team to define and verify the file format and transfer method. Be sure to learn the file type, delimiter, number of columns, column headers and format, any necessary regex replacements. Note that FTP can take some time to set up; have conversations early and test the transfer choice.
If you followed the previous steps but cannot see the Create button in Admin Suite:
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Go to Company > Users > Capabilities.
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On the User Capabilities screen, search the user account of the administrator.
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Scroll to the Member Capabilities section.
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Toggle the Setup Exports capability to the right column to activate it.
For information, see Capabilities.
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Click Save.
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Go to Company > Users > Users Admin
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Scroll down to the Multi-Factor Authentication section.
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Make sure User has access to exports checkbox is selected.
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Click Save.
After completing these steps, the user should be able to see the Create button under Exporters in the Admin Suite.
To create an export:
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On the Exports screen, click Create.
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Define the required Export details properties:
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Name of the export.
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File name of the export file.
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Order of where the export appears in the list on the Exports screen.
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Format of the file, such as Tab-delimited or CSV. See Export formats.
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Fields to include in from each record.
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Time period that selects the records to export.
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Time field to identify the time range to apply to records during export.
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Optionally, customize the specification with these Export details and Advanced export options properties:
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Description of the specification.
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Filters to limit the set of records based on field values within the Time period. See Filters.
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File format options to format date-time values, file encoding, and more.
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Advanced Filters to further limit the set of records, including using a Survey Condition to filter based on complex expressions.
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Format-specific options to further customize the file and field values.
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Optionally, verify the specification with the Download in Excel. This immediately generates an export file based on the specification and downloads it as an Excel file in your browser.
Note: Avoid downloading a huge set of records because doing so can significantly impact performance. Use Filters to limit the set, or schedule the export to deliver the file to you instead. -
For exports that happen automatically, define the:
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Schedule(s) when the export will run. The specification can have multiple schedules that each trigger an export. See Schedules and Destinations for information about defining a schedule.
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Destination where the file will be sent or delivered.
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Optionally, test the Destination with the Trigger export button . This immediately generates an export file based on the specification and sends or delivers it per the Destination options.
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Save the specification. Automatic schedules will now be in effect.
Export details
These properties define the required elements, and the most common export options.
- Data Export Name
- (required) Name of the Export specification. Use a short, descriptive name that follows the naming convention for your Company. Avoid special characters such as "&".
- File Name
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(required) Name of the exported file.
The export process automatically appends the appropriate extension for Excel, CSV, and SPSS formats only. For other formats, include the extension. When using compression, the compression extension will be appended after the format, like this: optout_export.txt.zip.
Warning: The filename should use alpha-numeric characters, and underscores only. Do not use spaces, punctuation (including colons ':' ), and other special characters because the target file system might not support them in the filename. Especially be aware that the default format for $DATETIME$ includes a colon separator, and the default for $FN_DATETIME$ includes a space character. When using either, be sure to use one of the safe formatting options.Use dynamic variables to customize the name, such as: "optout_export_$DATETIME$.txt".
Variable Description $COMPANY_NAME$
Company name as defined in Company settings.
$COMPANY_URL$
Company URL as defined in Company settings.
$DATE$
Date export completed. The Date format property defines the format.
$DATETIME$
Date/time export completed. The Datetime format property defines the format.
$FN_DATETIME$
Filename date/time. Either the end of the timeperiod when using timeperiods, or the time of the export (Time period is None). The Filename datetime format property defines the format.
$NUM_ROWS$ The count of data rows in the export file (does not include the header row in the count). This variable is only applicable for files exported and uploaded to SFTP, FTP, and FTPS servers. $NUM_ROWS_INCLUDING_HEADER$ The count of all rows in the export file, including one for the header row). This variable is only applicable for files exported and uploaded to SFTP, FTP, and FTPS servers. For example: $COMPANY_NAME$_responses_export_$FN_DATETIME$ will return a file named
bp_responses_export_2022-08-09_144114, for:- $COMPANY_NAME$ — bp
- $FN_DATETIME$ —
yyyy-MM-dd_HHmmssfor October 9, 2022 at 2:41 PM.
Note: These dynamic variables are only used to customize the name and do not impact DateTime fields included in the export.Tip: Except where noted, these variables can also be used in the Email options, such as Email subject and Email from name. - Description
- Internal comments about this item. Best practice is to enter a description of the item, include the date it was added, who added it, and its intended use.
- Order or Priority
- (required) Order in which this specification appears in the lists; lower numbers towards the top, higher towards the bottom.
- Format
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Required. Format of the exported file. See Export formats for details about the formats.
Formatting has no affect on the SAVE & DOWNLOAD IN EXCEL option.
- Programs
- Experience Program to tie to the export. When the export is linked to a program, the export is included in the program's Exports list. See Experience programs for details.
- Fields
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(required) Fields to export, listed in the order they appear in the export record.
Drag the fields to rearrange the order.
Choose a field from the Select Field list. Start typing the name to see all fields that contain your text. For details about the field, hover over the information icon to the right of the field name.
Note: To export translated (localized) fields:- In Company A-Fields, choose the fields to be translated in the Translated Fields box. This creates three new fields on the A-Fields screen for every chosen field.
- In Exports, include the field whose name begins with "Translation to English for…”.
- Filters
- Identify survey records to export based on the value of a field. There can be more than one filter. See Filters for details.
- Time Period
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Export only records whose Time Field is within this time range.
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None, all records available based on Filter options property.
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Custom date range, all records with a Time Field between the From Date and To Date values, inclusive. These options are available only when the custom range is selected. Enter the the dates in
YYYY-MM-DD hh:mm:ssformat.Note: When using a custom time range, the selected Time Field can't be a K-field. -
Export records since last export, includes survey records added or changed since the last time this export specification was run, based on the Time Field timestamp in the record.
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A Timeperiod, such as Yesterday or Last Week.
Note: Schedule exports to run several hours after the timeperiod ends to ensure completeness. 10 hours is usually a good delay.Restriction: An export must have a Time Period. When none is selected or specified, the Use Export records since last export option is automatically turned on when saving the specification. -
- Time Field
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Field that the Time Period checks and matches against the selected time range. The most common fields are:
Date/time field Description Initial finish date When the survey was first accepted for reporting; usually happens after testing for Alerts ( e_initialfinishdate). Once set, this value never changes, unlike Accepted date (e_accepteddate) which can change.Tip: For survey records, use this field when Use Export Since is enabled. The only timefields that are safe to use when you select Export since are Last change date, Initial finish date, and Text analytics completed date.This field is not useful for exporting invitation records, nor for catching records that have changed due to Alert activity. To export based on Alert activity, use one of the
a_alert_*timestamp fields.Survey creation date When the survey has been fully processed and is now ready for sampling ( e_record_creationdate).Note: For companies that send their own invitations, use Survey available date (e_survey_available_date) instead, especially if the invitation needs to include a URL to the survey.Survey date When the survey was created, but import processing may not be complete ( e_creationdate).Tip: Generally, this is not a good timestamp to use for export because the record has not been fully processed. Record creation date (e_record_creationdate) is a better field to use.Response date When the survey was completed ( e_responsedate).Do not use this field when Use Export Since is enabled. This field value is set before the survey record is processed, and as such, the record might not be ready for export. But the next time export runs, such a record would be missed.
Last change date When any externally visible field in the survey was last updated ( e_lastupdated), including when a User makes a change to the record on the Responses report. Internal (system-only) field changes do not update this field.Use this field when the company is willing to accept multiple (updated) instances of the same record.
Tip: The only timefields that are safe to use when you select Export since are Last change date, Initial finish date, and Text analytics completed date. Other fields are set before the record is available to the application so, if you use any of those instead, records that are completed right before the export goes out might not be included.Accepted date When the completed survey was processed and results made available to reports and alerts ( e_accepteddate).Do not use this field when Use Export Since is enabled. This field value changes over time, such after an opt-out or after some Alert activity.
Text analytics completed date When Medallia Text Analytics completed work on the survey ( e_ta_completed_date). This is when the survey became COMPLETED and the ACCEPTED_DATE was set. Further, this date is- Set even if text analytics is disabled for the company or does not affect the survey.
- Not set for surveys that are imported straight into COMPLETED status.
- Not updated when text analytics changes, for example during reparsing, translation updates or when topics are re-published.
Tip: The only timefields that are safe to use when you select Export since are Last change date, Initial finish date, and Text analytics completed date. Other fields are set before the record is available to the application so, if you use any of those instead, records that are completed right before the export goes out might not be included.For a detailed illustration of the milestones in the life of a survey record, see Feedback record events.
- Save & Download in Excel
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Downloads the specified records and fields to an Excel file in your browser. This option ignores any encryption settings and does reset the Export Since option (see Advanced export options).
This is useful for quickly testing export specifications.
Note: Avoid downloading a huge set of records because doing so can significantly impact system performance. Use Filters to limit the set, or schedule the export to deliver the file to you instead.Tip: Verify that exports have a defined Time Period value. When none is selected or specified, the Use Export records since last export option is automatically turned on when saving the specification.
Export formats
An export file is in one of these formats.
For more information, see Exporting Text Analytics data.
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Export format option |
Description |
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CSV (Excel compatible) |
Comma-separated values (CSV); may contain line-breaks in field values. Each line is a record of comma-separated fields; the line ends with CR/LF pair. Text fields are surrounded by quotes ("). Accepts line breaks embedded in text fields, such as when a customer presses Enter in a comment field. Double quotes ("") inside text fields are escaped with double quotes, creating pairs of double quotes (2 double quotes). For instance: when a customer enters Service was "good" but could be better., the CSV export is |
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CSV (single line) |
Comma-separated values (CSV) with no line-breaks in field values. Otherwise, format is the same a CSV (Excel compatible). |
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Excel 2007 |
XML in Open Office XML format (.xlsx). This output uses the format specified by the Excel template advanced option. When using this format, set Export values Advanced option to Numeric or Name; otherwise, numbers will appear in text format and users will not be able to carry out numerical calculations on the export. |
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Pipe-delimited (Excel compatible) |
Multi-line pipe (|) separated values; may contain line-breaks in field values. Same as CSV (Excel compatible) except the separator is a vertical bar instead of a comma. |
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SPSS |
IBM SPSS Statistics (.sav), version 19 or later. When using this format, set Enumerates alternative set format to Name. The export process transforms field names to be SPSS compliant as follows:
File size and download time are determined by the count of records in the export and the count of fields per record. Very large exports can cause the database to time-out. To test the export, make a sample download (such with the Response filter) and verify the resulting file size is greater than 0 KB. Large exports of tens or hundreds of thousands of records with over 200 columns can take several minutes to complete. |
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String Template (for custom formatting) |
Text output using custom formatting. See String templates Advanced option for details. Restriction: As of the Summer 2023 release, the ability to set up exports using StringTemplate is deprecated. Customers that had StringTemplate exports prior to Summer 2023 may continue to use those exports, and they will also still be able to set up new ones using StringTemplate. If you require the use of StringTemplate, submit a Feature activation request so that Medallia teams can validate the use of this now-deprecated feature.
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Tab-delimited (Excel compatible) |
Multi-line tab separated values; may contain line-breaks in field values. Same as CSV (Excel compatible) except the separator is a tab character instead of a comma. |
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TA Export Data CSV (Excel compatible) |
Same as CSV (Excel compatible) except that these fields are included for each unique topic or sentiment tagging:
See Exporting Text Analytics data for more details. |
| TA Export Data Pipe-delimited (Excel compatible) |
Same as Pipe-delimited (Excel compatible) except that these fields are included for each unique topic or sentiment tagging:
See Exporting Text Analytics data for more details. |
Filters
Filters identify survey records to export based on the value of a field. Filters have a name to easily identify them, and a condition that compares a field to a value based on a conditional operator.
This example filter exports only those survey records that are part of the Documentation Feedback survey program:
- Label
- Name of the filter specification. Use a short, descriptive name. Avoid special characters such as
&. - Filter On
- Field that contains the value to look for. For best performance, this field should be configured by an administrator to be indexed to allow it to be used in filters, though this is not a requirement.
When the field is a text or string field, advanced matching options are available.
- Filter Type
- Comparison operator, such as equals, more than, and contains.
- Value
- Value to search for. When the Filter On field is text type, enter the text to search for here. Otherwise, chose the value appropriate for the field type.
An export specification can have multiple filters. When there are more than one, and also when a Survey Condition exists, the Filtering Condition advanced option specifies whether to AND the results (all must be true), or OR them (one must be true). By default, all results must be true (AND).
Tips and best practices
- Before activating an export to an external client, test every step in the process manually to verify the configuration, including checking:
- File format.
- File name.
- File content (correct delimiter, fields, column headers, regex replacements, number of records, time period, customer segment, episode and survey conditions, status of records).
- Arrival at destination, whether it be FTP, email or download from the system.
- Export schedule is set correctly and reflects the timezone of the client.
- Work closely with the company’s technical or IT team to define and verify the file format and transfer method. Be sure to check: file type, delimiter, number of columns, column headers and format, any necessary regex replacements. Note that FTP can take some time to set up: have conversations early and test the transfer choice. To test an FTP connection, use an FTP application before using the Medallia system.
- Whenever possible, use standard formats (e.g., CSV or Excel 2007) with headers that match either the names or the keys of fields. This allows you to use the default export setup and minimize configurations that will need to be maintained.
- Avoid using the String Template format because it is more work to setup and to maintain.
- Use dynamic filenames (e.g., embed the date-time in the name); avoid reusing the same name to avoid confusion.
- Medallia exports are UNIX-based file where the end of a line is marked by a Line Feed (LF); unlike Windows systems that expect a Carriage Return/Line Feed (CR/LF) pair. This can be an issue for some target applications and systems.
