A custom export format is useful if you will be exporting a similar type of data on a regular basis, like contribution data or mail merge formats. \
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This guide covers generally how to create a custom export format, rather than focusing on exporting a specific type of information.
Add Custom Export Format
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Click the search bar located in the upper left-hand side. Type "export formats" and select it from the options below.
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Click ADD NEW EXPORT FORMAT.
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The default export type is "Contact". It means that the data is related to a contact record. \
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This is the most common export type.
While there are 4 export types, majority of exports are based on contact records.
Direct Mail, Telemarketing, and Digital Ads are only available if exporting a direct mail sheet or telemarketing or digital ads reports.
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Under "Financial Household Export Options", the default EXPORT EACH CONTACT IN MY LIST is often what is needed.\
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The other option would be used if sending mail to financial households and only wanting one person from each financial household to receive the piece of mail.
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Click the drop down under FIELDS TO EXPORT to add additional fields to your export format. There is a long list of custom fields to add.
Which fields to add depends on the purpose of the export format.\
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Scenario: Your development team reviews contributions on a quarterly basis, checking to ensure donor profiles have email addresses, phone numbers, mailing address, and a specific activist code. Since you're unable to view activist codes in a Contribution Report, your development team exports this data each quarter for review.
Fields needed would be:
- **VANID**
- **Name (First Last or Official Name)**: Official Name is for an Organization contact record, while First Last is for an Individual contact record.
- **Mailing Address (Concatenated)**: An apartment or suite number would be in the same cell as address line 1. If you'd prefer it be in its own cell, select "Parsed".
- **Preferred Address (Concatenated)**: This is in case Mailing Address is empty.
- **Financial Household Address (Concatenated)**: In case your donor is part of a financial household and their address is stored there.
- **Preferred Email**: This is the email marked "preferred" on a contact's profile. If your organization does not use Preferred Email, select Work or Personal Email instead.
- **Preferred Phone**
- **Activist code**
- **All-time Financial Household Contribution Summaries > Financial Household Total Amount of Contributions YTD**: To check if sum of contributions year-to-date make sense or if there are any outliers (e.g. a donor has $0)
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Click next to "Export Format Name" to add a name for the custom export.\
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The name should convey the purpose of the format so others know when to use it. \
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The description should state the purpose of the format and provide an overview of the fields included in the export format.
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Click SAVE.
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You can now see your export format saved on the Export Formats page.
You can edit at any time by clicking on its name.
Export from My List
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After generating a list of contacts to export, click EXPORT.
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Click the drop down box next to "Export Format," and select the name of your recently saved export format.
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Its description will appear below its name.
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Select Customize Export to add or remove fields. \
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Otherwise, click EXPORT AS.
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The options provided under EXPORT AS will be Excel, Text, or Google Sheet. \
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Most common selection is Excel (if your organization has access to Excel) or Google Sheet. If you select Google Sheet, a pop-box will appear asking you to sign in to your Google Account.
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This pop-up box will appear, providing a standard reminder meant to prohibit misuse of data. \
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Click OK.
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You will be taken to the Export Wizard page.\
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To view your export, you can click on MY EXPORTS or click DONE.
