It is important to be able to transfer data between programs. Coghead provides two ways of exporting a Collection records lists into a .csv file. The first method is though the export action in the Collection window. The second method is through the Coghead Excel Connector which can be downloaded here: http://www.coghead.com/support/downloads Users can also export the records that appear in the Record List after a search has been preformed or a custom view is active.

Both Authors and End-users can export records to a .csv file in Coghead, however only Authors can import .csv files to the Record List of a Collection.

The Export Action

One of the seven default Actions in every Coghead Application is the Export Action. This Action allows Users to export all of the records that appear in their Record List to a .csv file. To use the Export Action follow the steps below:

1. Open the Application that has the records you wish to export and click on the Collection tab so that the records you want appear in the Record List. Be sure to have the correct view active or to perform any searches before continuing to step 2. Remember, ALL of the records that appear in the Record List will be exported.
2. Click on the Cog to bring up the Action menu and select Export. A popup window will appear asking for the location on your computer that you wish to save the .csv file to.
   
   

3. Click Save to save the file to the specified location on your computer or click Cancel if you do not want to download the Record List to a .csv file.
   
   

All of the records in the Record List will now be saved in a .csv file and can be opened and modified with another program such as Microsoft Excel.

Exporting with the Coghead Excel Connector

In order to use the Excel Connector you must have Microsoft Office with Microsoft Office Excel on your computer. In addition, you must have a Coghead Account to use the Excel Connector since you will need to log in to find your records. Before using the Coghead Excel Connector you will need to download it from the Coghead website here: http://www.coghead.com/support/downloads The manual for the Coghead Excel Connector provides installation steps and basic how to information a web-based version can be found here: http://www.coghead.com/support/downloads/excel-connector Once the Coghead Excel Connector has been downloaded, follow these steps to export Record Lists from your Coghead Applications to Excel:

1. Double click on the Coghead_Connector file to open Excel. You will need to enable macros to use Coghead Excel Connector.
2. Expand the Coghead drop down menu which appears at the top right of Excel and select Config (For Microsoft Office 2007 the Coghead menu appears under Add-Ins). The Coghead Configuration dialog appears.

   
3. Enter your Coghead username and password and click Save. You will need to close Excel and then re-open it before continuing.

   

4. From the Coghead drop down menu, select Create Query. A list of all available Accounts appears in the Coghead View Query Wizard dialog.

   

5. Select the Account that has the Record List you wish to export and click Next>>. A list of all available Applications in that Account will appear.

   

6. Select the Application that has the Record List you wish to export and click Next>>. A list of all available Collection tabs in that Application will appear.

   
7. Select the Collection that has the Record List you wish to export and click Next>>. A list of all available Views in that Collection will appear. Remember the default view is named “<Collection> View”.

   

8. Select the View of the records you wish to export and click Next>>. You will now be able to create a name in Excel for the list of records. This will allow you to easily access the list of records in Excel by saving the Record List as a favorite. Enter a name and click Query or click Cancel to cancel the query. If no name is entered the records will be exported to Excel without saving the Record List as a favorite.

   
9. All of the records that appear in the selected view in Coghead now appear in Excel.
   

Now you can edit the information in Excel and update the records in Coghead or import your Record List to another program. From the Coghead menu, you can easily switch between favorite Record Lists exported to Excel by selecting Favorites and clicking on the name that you created for the list in Step 8.

The Creating, Updating and Deleting Using the Excel Connector

Coghead Excel Connector contains two actions, Update and Delete, which allows you to change the data in your Coghead Application from Excel. These actions can be accessed by clicking on the Coghead menu and highlighting the Action option. Update will upload the check marked rows in excel updating existing records or create new records if a blank Excel row is modified. Delete will delete all of the check marked rows in Excel and in your Coghead Application. Anytime a row in Excel is modified a check mark will automatically appear in Column A of the Excel Spreadsheet.

Creating a new record using the Excel Connector can be accomplished through these steps:

1. Select the first blank row in Excel. In this row fill out information for the new record. Notice that a check mark appears in Column A of the Excel spreadsheet.

   

2. From the Coghead menu highlight Actions and select Update Checked Record(s). The records will be updated and the checkmarks removed. Since the Excel row did not exist in the Coghead Application a new record was created.