Photography: Robin Kuijs
24 WORKING SMARTER
PATRICK MACKAAIJ … is an information distribution coordinator. coordinator. He is specialized in technical issues and optimizing processes.
EXPORTING DATA FROM TOPDESK Your TOPdesk TOPdesk database has a lot of interesting data. You can analyse this data within with in TOPdesk TOPdesk using the software’s software’s reporting feature. This article explains how you can easily process data in another system syste m by exporting it from TOPdesk TOPdesk to Excel.
You want to analyse interesting data saved in TOPdesk, such as the equipment managed in Conguration Management, customer information from Supporting Files, and processing data from process cards. Within Within TOPdesk, you can analyse this data using the reporting feature on the Dashboard pages. However,, if you prefer to use Excel or a reporting tool, you can easily However export data from TOPdesk to the Microsoft Excel le format. You can consult exported data offline, or use it as a source and import it into another information system.
Exporting from TOPdesk to Excel
Image 1: TOPdesk call overview
Card) contains the data you wish to export . For example, the make is listed on the Hardware Card, not the Call Card.
Exporting data from TOPdesk to Excel is simple. You can export every overview. Overviews Overviews (lists) can be found on the overview pages, or on
Overviews contain all cards that have been created in TOPdesk. Within Within
card tabs, such as the Links tab. Image 1 displays an overview of calls.
Call Management you can see overviews of all calls, rst line calls,
Before you export, select the overview that features the desired data;
second line calls, and partial calls. With the lter icon ( yellow funnel
consider which card (such as the Call Card, Hardware Card, or Person
icon in image 2) at the top of the list you can limit the number of
Text: Patrick Mackaaij
WORKING SMARTER 25
rows and only display calls that are not closed, or only calls that were registered in the past x months, for for instance. If the possibilities offered by the lter at the top of an overview are too limited, consider whether the desired overview can be found on the tab of a related card. For example, the Links tab on a Supplier Card lists all calls for that specic supplier. supplier.
Image 2: TOPdesk toolbar
You can create a selection if you cannot compile the desired list from the standard overviews. Using selections, you can lter the list by extra data and even use data from linked cards. This enables you to create a selection of calls concerning objects purchased from a specic supplier. You You can create a new selection on the overview page or the Dashboard. Once the overview displays the desired rows, determine which columns are and are not visible using the Set up overview button
Image 3: Set up overview
(right icon in image 2). Clicking on the button opens the Set up overview pop-up (image 3).
TOPdesk also includes the sorting order for rows and columns in the export. You can adjust the order of the visible columns using the up
Double-clicking a eld moves it from Visible to Not visible and vice
and down arrows on the left side. It is also possible to drag the column
versa. TOPdesk TOPdesk only exports the visible columns.
headings in the list itself. Finally, Finally, you can sort the list based on the
26 WORKING SMARTER
Editorial In the Set up overview pop-up, you can select several column names at once by holding down the Shift button when clicking. This is particularly useful when you wish to move a column a considerable distance. TIP:
Want to comment? Go to www.topdeskmagazine.com The TOPdesk Magazine covers subjects
You can use two differ different ent sorting orders at once. In the call overview, clicking on Closed and then Category will cause TOPdesk to sort the overview rst by Category, then by Closed.Due to Microsoft Excel’s limit on the number of characters, a pop-up will appear in which TOPdesk TOPdesk asks how you wish to export memo elds such as Request and Action. TIP:
that are topical in the world of professional service desks in IT, facilities and other service providing organizations. TOPdesk Magazine is intended for managers, service desk employees, facilities organizations and electronic
desired column by clicking on the column heading. Clicking on the column heading again
city councils – anyone who is involved
reverses the sorting order. Using the Export button (the green table icon in image 2) you can
with supporting clients on a daily basis.
export an overview of the desired rows and tables to Excel in a single click.
This concerns both the processes and the
Directly exporting from your SQL server or Oracle database
technology behind these services.
TOPdesk saves data on a Microsoft SQL server or Oracle database server. Your database
TOPdesk Magazine is a TOPdesk
administrator can export the data directly from these database servers. To do this, the
publication
database administrator requires information information about the structure of the TOPdesk database
Tel: +44 (0) 207 803 4200
in order to gain insight into the database tables in which TOPdesk saves the (card) data, and
Email:
[email protected] [email protected] om
their mutual relationships. The TOPdesk DataDict ( Help > DataDict) grants insight into the relationship between what you see on the s creen and the underlying tables.
Chief Editor: Nienke Deuss Editors: Nienke Deuss, Timme Hos,
If you use TOPdesk SaaS, you can download the weekly database backup at night and open it
Stefanie Klaassen, Milou Snaterse
via a local server s erver.. Please contact your TOPdesk account manager if you want direct access to
Translators: Leah Clarke, Nicola van
the database.
de Velde
CSV Export Wizard add-on
Contributors: Paul Balvers, Pouyan
Daddeh, Irene Kruijff, Jasmijn Moerman,
In the next edition, I will provide more information about the CSV Export Wizard add-on.
Patrick Mackaaij, Bram Verheij
This add-on is especially useful if you regularly perform the same export, wish to export
Layout: Louise van der Laak
data of linked cards, or data from from tables that does not have a card.
Photography: Menno van der Bijl, Aad
Hoogendoorn, Robin Kuijs, Jonas Mertens, Myriam Roesink Copy editor: Nicola van de Velde
A print run of 6,000 Quarterly magazine
TOPdesk makes add-ons available to TOPdesk TOPdesk Enterprise users to address issues faced by several customers. These add-ons are usually installed under supervision of a TOPdesk consultant who can provide more information about the bespoke work, as well as taking care of the initial set-up. You You can request the CSV Export Wizard add-on via the TOPdesk Extranet.
Languages: Dutch, English
