ManualReferenceAdministrationAdmins
Export
The export outputs the offers of a season as a programme booklet, a table or a calendar file.
Location: season > tab Export. Visible to: admins.
What goes into the file
| Element | Meaning |
|---|---|
| Recently used | Earlier exports of the team, pinned ones first. Apply restores a selection; the season of the current page always stays included. An entry with an own PDF template has the link Open in the studio, which opens the PDF studio with this selection. |
| Format | Formats of the instance, as a list with their file type. Below them, under Own templates, follows every template of the tenant with Offer in the export on, with its name and a description: “Template · {format} portrait” or “Template · {format} landscape” for PDF, “Template · UTF-8” for XML, “Word template” for Word, “Template · {count} columns” for XLSX. Super admins see the link Manage templates below it, leading to Export templates. |
| Seasons | Chips with the number of their offers; the current season is fixed and cannot be removed. Add further seasons with Add season (search, without archived seasons) or Often together. |
| Organizers | Search and selection, with the number of their offers in the chosen seasons; All resets the selection. The section is missing if Organizers is off under Fields; Apply then does not restore a selection of organizers. |
| Published offers only | “Otherwise drafts and cancelled ones too.” |
| Also send the link by email | “To {email}. The file arrives under Notifications either way.” Default: off. |
| Footer | Number of offers, then Check in the PDF studio and Create export. Check in the PDF studio stands only when an own PDF template is selected under Format and the selection contains at least one offer; below it is the note “Export sends the PDF right away. In the studio you see first which offers run over, and adjust single pages.” The button opens the PDF studio with the selection of the page. |
Without results: “No offers” with “Adjust the selection.”
Preview
On the right is the file made from the real data, shortened, under the name it has when sent.
| Format | Preview |
|---|---|
| Excel (XLSX template) | The headings of the columns and the first rows of the table, worked out as the file has them. |
| The print layout, shortened. | |
| Calendar file (ICS) | Switchable between Calendar (how a calendar application shows the file after the import) and File (the text of the file, cut off after the second entry). Each date keeps its identifier across several exports; importing again updates the entries instead of duplicating them. |
| Word, XML | The first offers of the programme booklet. |
Formats
| Format | Availability |
|---|---|
| Calendar file (ICS) | always |
| PDF (print sheets, programme booklet), XML, Word | set up per instance; if it is missing, support sets it up |
| PDF, XML, Word, Excel (XLSX) as own template | Super admins create them under Settings > Exports (Export templates). They appear under Own templates. |
| Rule | Content |
|---|---|
| Adjustments from the PDF studio | An own PDF template puts the adjustments that admins accepted in the PDF studio into every PDF, also with Create export. |
| Own properties in the booklet | PDF and XML pass the active own properties with Print in the booklet turned on to their print template; the template decides whether they are printed (Own properties). |
Word template
A Word template is a DOCX file with markers. Support stores the template of the instance; it cannot be uploaded in the tab Export. Which markers an instance knows is set by support together with the format. The default template knows these:
| Marker | Content |
|---|---|
${BLOCK_ANGEBOT}, ${/BLOCK_ANGEBOT} | Start and end of the section that repeats for each offer; each of the two markers stands in a paragraph of its own |
${name} | Title |
${description} | Description |
${date} | Dates with weekday, date, start and end, several dates separated by “+”. If all dates start and end at the same time, the time appears only on the last one. |
${application} | Type of registration |
${block_tab}, ${/block_tab} | Start and end of the section that repeats for each detail of the offer |
${tab_label}, ${tab_value} | Name and value of a detail: “Meeting point”, “Suitable for”, “Fee”, “Items to bring”, “Organizer”, “Contact person”, “Registration”. “Meeting point”, “Items to bring” and “Contact person” are missing if the offer contains nothing for them. |
| Rule | Content |
|---|---|
| Formatting | The inserted text takes over the formatting of its marker. |
| Text outside the sections | Stays unchanged, e.g. title page, headers and footers. |
| Finished file | A Word document that can be edited further |
Dispatch
| Element | Content |
|---|---|
| Create export | Creates the export in the background. |
| Note Export is being created | “Arrives under Notifications in a few minutes.” With Also send the link by email: “Arrives under Notifications and by email to {email} in a few minutes.” |
| Bell | The finished file stays for 24 hours in the tab Exports (Understanding the interface: Exports). |
| Email with the link | Only with Also send the link by email. The link leads to the export page in the admin panel and requires signing in. After 24 hours the page shows “Expired”; then create the export again in the tab Export. |
Export in the offer list itself produces only an Excel file (Offer list).