This article covers the following topics:
Full Client Export
This export provides the ability to generate a comprehensive client list, review potential duplicate entries in an exportable format, and review the latest demographic information from client profiles, independent of visit history.
How to Access the Full Client Export
Generating a Full Client Export is straightforward and follows a similar process to our existing Visit Export function. Here’s how to do it:
- Select Administration from the left-hand navigation menu.
- Click on Exports.
- Click + New Export, then + Create Export in the Client Export tile.
- Review and check off the disclaimer at the top of the page.
- Choose the Client Selection Type:
- Clients Created at the Agency: Exports all clients created at the selected agency organizations within the specified date range, regardless of visit history.
- Clients Who Have Visited the Agency: Exports clients who have visited the selected agency organizations within the specified date range.
- Select a date range for the export, or choose All Dates to include all clients, regardless of creation or visit dates.
- Check off the boxes next to any details you wish to include from the available sections.
- At the bottom, you can either select Save Template to create a reusable template or Export to generate the client list.
Visit Export
The settings chosen in the setup process including fields, filters, organizations, program types, and dates are used to produce a spreadsheet available in either CSV or XLSX format. The spreadsheet includes one row per visit, with each column representing a single data point about that visit. For example, if John Doe visited on Dec 21, 2019, a row in the spreadsheet would represent that visit and include important details selected during the setup process including options like the organization that John visited, his name and age if selected, any provisions he was assigned, and other data points as selected in the setup options.
- Go to the Administration heading.
- Click Exports.
- Click on New Export.
- Click on Create Export within the visit Export Section.
- Agree to the disclaimer by checking off the checkbox.
- Select the start and end dates.
- Check off the organizations(s) and program types(s) that you want to export data from.
- Check off the fields within the main sections (Main Client, Address Information, Household, Visit Information, and Household Members) that you want to export data from.
- There are filters on the right column to allow you to filter your results before exporting them
- Some like Age and Date of Birth allow you to select a range
- Others like Ethnicity and Expense Type allow you to toggle between Any and All and select specific types in that list
- Clicking on Estimated Results will give you an estimate of how many entries to expect in your export
- If you would like to save this template for future exports, click on Save Template. This template can be found in the Your Export Templates on the Exports page. You will be able to recover the template, make any changes to the saved criteria, and export the fields selected.
- Click on Export or Save Template.
- You will be brought back to the Exports page with a notification that your data is being generated.
- Refresh your page until you see a green checkmark indicating that the export is complete.
- When the export is ready, click on the View icon.
- Click on Download CSV or Download ZIP depending on the file format you need.
The Visit export does not include bulk entries. The visit export does include anonymous visits, but no client information (because it wasn't recorded).
For users who are looking to break down certain columns that contain commas even more, see the link below:
https://www.youtube.com/watch?v=ML751UmFSSs
For a list of all fields, see Export Fields.
Note: When pulling a Visit Export with the Estimated Date of Birth selected do NOT add the estimated DOB column to the Age Group columns, the Estimated Date of Birth is just there as a visual to say the DOB is estimated, to indicate you might want to check it next time you serve the client; age metrics have already been captured in the other columns.
Survey Export
In the survey export, you may notice that some responses have a numeric value. This is so it can be easily tallied and imported into statistical software. See the chart below for the answer type and the equivalent value in the export.
| Question/Answer Type | Values | Value in Export |
| Yes/No | Yes | 1 |
| No | 0 | |
| Likert Scale | Strongly Disagree | -2 |
| Disagree | -1 | |
| Neutral | 0 | |
| Agree | 1 | |
| Strongly Agree | 2 | |
| Single Choice | Choices | Selected choices as it is |
| Multiple Choices | Choices | Selected choices as it is |
| Rating Scale | Rating Number | Selected choices it is (e.g. if the user selects 5 in the survey then same is displayed in export.) |
- If the user declines the survey then 8888 value is shown in the export.
- If the answer is missing then 9999 value is shown in the export.
Export Fields
The following list outlines all of the fields available through the Link2Feed Export Feature.
Main Client
- Client ID #
- Status
- First Visit
- Last Name
- First Name
- Preferred Agency
- Date of Birth
- Is Date of Birth Estimated?
- Age
- Gender Identity-Labels
- Gender Identify-Parent Types
- Marital Status
- Email Addresses
- Phone Numbers (This will show the number only, will not include type)
- Referred By
- Ethnicity-Labels
- Ethnicity-Parent Types
- Disability
- Landing Date
- Self-Identifies As
- Is Student
- Employment
- School Attended
- School Id
- Grade Documentation
- Grade Documentation Expiration
- Highest Education Level Completed
- Country of Education
- Identification (Not available for Regional Exports)
CSFP Details
- CSFP ID
- CSFP Status
- CSFP Location
- CSFP Initial Certification Date
- CSFP Last Recertification Date
- CSFP Caretaker
- CSFP Proxy(s)
- CSFP Certified By
- CSFP Certification/Recertification Disclaimer
- CSFP Extension Disclaimer
- CSFP Extension Signature
- CSFP Certification Signature
- CSFP Recertification Signature
- CSFP Recertification Yes/No
- CSFP Caretaker Phone Number
- CSFP Proxy Phone Number
- Ethnicity Category
- Race Category
- CSFP Proof of Address
- CSFP Proof of Income
- CSFP Proof of Age
- CSFP Eligibility Letter Sent
- CSFP Eligibility Letter Date
- CSFP Proxy Form on File
- CSFP Worker Disclaimer
- CSFP Worker Signature
- CSFP Initial Check-In Date
- CSFP Last Check-In Date
- CSFP Check-In Disclaimer
- CSFP Check-In Signature
TEFAP Details
- TEFAP Eligibility
- TEFAP Certified By
- Certification/Recertification Disclaimer
- Reason for Exception
- Proxy Address
- Proxy Name
- Proxy Phone Number
- Certification Signature
- Recertification Signature
- Certification/Recertification Date
- Exception Disclaimer
- Proof of ID
Consent Details
- Consent Disclaimer
- Consent Date
- Consent Signature Type
Address Information
- Street
- Line 2
- City
- County
- State
- Zip Code
- Housing Type
- Latitude
- Longitude
Household
- Household ID #
- Household Size
- Household Languages
- Monthly Household Income
- Total Monthly Expenses
- Total Monthly Net Income
- Monthly Expense Details
- Dietary Considerations
- Household Social Programs
Visit Information
- Recorded At
- Recorded By
- Visited Agency
- Visit Agency (Short Name)
- Program Name
- Program Type
- Quantity
- Delivery
- Voucher Dollars Spent
- Individuals Served
- Visit Reasons
- Foods Provided
- Other Food Items Supplied
- Items Provided
- Other Non-Food Items Supplied
- Referrals Provided
- Referrals Integration Main Category
- Referrals Integration Subcategory
- Referrals Integration Referral Chosen
- Signatory
- Disclaimer
- Signature Type
- eSignature
- Notes
Household Members
- Client ID #
- Status
- Last Name
- First Name
- Date of Birth
- Is Date of Birth Estimated?
- Age
- Gender Identity-Labels
- Gender Identity-Parent Types
- Phone Numbers
- Ethnicity-Labels
- Ethnicity-Parent Types
- Disability
- Landing Date
- Self-Identifies As
- Is Student
- Employment
- School Attended
- School Id
- Grade Documentation
- Grade Documentation Expiration
- Relationship to the Main Client
Fields NOT included in the Visit Export
Main Client
- Phone Number Type
- Identification Type
- Identification Confirmation
Visit Information
- SSO Program
- SSO Source
- SSO Location
- SSO Application Type
- SSO Application Service
- SSO Application Form Type
- SSO Application Status
- SSO Notes
Household Members
- Phone Number Type
- Identification Type
- Identification Confirmation
How to split Comma Separated Values
If you would like to split any of the data you see on the export which is separated by commas, you can do so by following the steps in this video in Excel.
This is done using the Power Query Editor and following these steps once you have the export open in Excel (Power Query Editor should be available with Excel 2016 and up, the video above does mention the ability to download this off the Microsoft site and enable it for versions 2013 and 2010):
- Select the Data tab.
- Select From Table.
- A window will appear to Create Table, you will want to check off My table has headers. Also ensure all cells are selected that you wish to split the data for.
- Hit Ok.
- This will then open the Power Query Editor window.
- Once open click on the column with the data you wish to separate to highlight it.
- Select Split Column, then By Delimiter.
- Ensure Comma is selected, Select to Split at each occurrence of the delimiter.
- Under Advanced options select Split into Rows.
- Click Ok.
- Select Close & Load in the top left-hand corner and it will load the data into a new worksheet into the workbook.
For a full video walkthrough please reference this video.