File Export Utility

Video Library Video Course Library File Export Utility

The File Export Utility is a powerful tool within the FLEX system designed to facilitate the extraction of system data from share, loan, or certificate files. This utility exports results into a spreadsheet format, enabling users to manipulate data for reporting and data mining purposes.

Accessing the File Export Utility

The File Export Utility can be found within the FLEX main menu:

  • Operations
    • File Export Utility

File Export Utility Screen Overview

The File Export Utility screen provides various options for querying and exporting data.

Top Menu Options

  • Export Name: Drop-down menu to select previously saved queries.
  • Start New Query: Initiates a new query session.
  • Save: Saves the current query definition.
  • Save As: Saves the current query definition under a new name.
  • Delete: Deletes a saved query.
  • New: Clears the current query settings to start fresh.
  • Run: Executes the defined query to generate results.

Query File Selection

  • Use the main drop-down menu (e.g., “Share Export Utility”) to select the file type for your query:
    • Current Information:
      • Share
      • Certificate
      • Loan
    • End-of-Month (EOM) Information (from the last end of month):
      • Share last EOM
      • Certificate last EOM
      • Loan last EOM

Note: Only one file type can be queried at a time. All fields relevant to the selected file type are available for querying.

Filters Section

The Filters section allows users to define specific criteria for their data extraction.

  • Query For:
    • Select the field to be queried from the drop-down list (e.g., Account Dormancy Date, Account Number, Account Type).
  • Low/High:
    • For fields with known values (e.g., Account Type), use the drop-down to select specific values.
    • For fields requiring user input (e.g., dollar amounts, dates), enter the desired values.
    • To query a range, enter a “Low” and “High” value.
    • To query a single specific value, enter the same value in both “Low” and “High” fields.
  • Sort Order:
    • Allows sorting of results based on the criteria added to the query.
  • Ascending:
    • If checked, the criteria being added will appear in ascending order in the results.
  • Add:
    • Click this button to add the defined filter criteria to the query.
    • Important: Members must fit ALL criteria listed. Adding multiple fields will narrow the results.

Global Options

The Global Options section provides settings that affect the overall query execution and output.

  • Maximum Results (Any Number, Blank = No Max):
    • Displays the maximum number of results to be returned.
    • Defaults to 1000.
    • Adjust this number if more results are expected to match the criteria. Leaving it blank will return all matching results.
  • Random # to Skip:
    • Allows users to randomly select accounts from the results by specifying a number of records to skip.
  • Output Type:
    • FLEX defaults to Standard output.
    • Available options include:
      • Standard Output: Includes columns for account, suffix, type, last name, first name, business name, account type, social security number, date of birth, pledge, open date, last transaction date, dividend YTD, and balance.
      • Receipt, Statement and Tax Output: Includes information from selected receipt, statement or tax address, account, first name, last name, business name, address line 1, address line 2, city, state, and zip.
      • Legacy Output: Includes columns for account, suffix, type, last name, first name, business name, account type, social security number, date of birth, pledge, open date, last transaction date, dividend YTD, and balance.
  • Include Criteria in Export:
    • If checked, the search criteria used for the query will be displayed at the bottom of the exported results.
  • One Result Per Member:
    • If selected, the results will show only one entry per member, even if multiple suffixes meet the defined criteria.
  • Append Available Queried Columns:
    • If checked, data from the criteria added to the query will be exported as additional columns in the results spreadsheet.

Saving Queries

To save a query definition for future use:

  1. Define your desired query criteria and global options.
  2. Click the Save or Save As button.
  3. In the “Save Export As” dialog:
    • Enter a unique Export Name for your query.
    • Select visibility:
      • Visible To Everyone: The saved query will be accessible to all users.
      • Just Me: The saved query will only be visible to your user account.
  4. All saved queries will be available in the Export Name drop-down menu on the main File Export Utility screen.

Query Example

Scenario: A credit union wants to identify all draft accounts opened last month with a balance greater than $500.

Steps to Configure the Query:

  1. Query For (Field):
    • Select Open Date.
    • Low: 1/1/2016 (example for last month’s start date)
    • High: 1/31/2016 (example for last month’s end date)
    • Click Add.
  2. Query For (Field):
    • Select Type.
    • Low: EC (for draft accounts)
    • High: EC
    • Click Add.
  3. Query For (Field):
    • Select Current Balance.
    • Low: 500.00
    • High: 999,999.99
    • Click Add.
  4. Global Options (Recommended for this example):
    • Check Include Criteria in Export.
    • Check Append Available Queried Columns.
  5. Click Run to execute the query and generate the results.

Expected Output Characteristics for the Example:

  • Standard information will be included in the results (due to Standard Output Type).
  • Additional columns for “Type,” “Current Balance,” and “Open Date” will be present.
  • The search criteria will be displayed at the bottom of the results.