DocumentDirect for Windows (DDW) Current version 4.4 (white screen) The basics how to open, navigate and how to export & save your DocumentDirect report to excel Prepared by Kittson, Norman, Roseau Counties and DHS FOD for the 2017 AMSSA Conference
How to log in & navigate 1. Open DoucmentDirect and click on File to begin 2. From the File menu, click on Document Explorer 3. Click on TCPIPB D o c u m e n t D i r e c t f o r W i n d o w s P a g e 2 16
4. Enter Recipient ID & Password 5. Click Report D o c u m e n t D i r e c t f o r W i n d o w s P a g e 3 16
6. Click on the + sign to expand choice of reports 7. Scroll to the report you want to access and click on it. D o c u m e n t D i r e c t f o r W i n d o w s P a g e 4 16
8. Click desired report date or click on + left of Report ID to choose version. 9. Now that your report is open, let s look at the different tool bar options. D o c u m e n t D i r e c t f o r W i n d o w s P a g e 5 16
Quick overview of DocumentDirect Tool Bar. Additional information on any topic can be found by clicking on the red question (?) mark on the icon tool bar. D o c u m e n t D i r e c t f o r W i n d o w s P a g e 6 16
Document Explorer: Click on Document Explorer to get to TCPIPB screen (log in). Run: (Not familiar with this function). Run incorporates other applications into DocumentDirect scripts and exporting procedures. Run starts the desired application and switches to it, ending your access to DocumentDirect commands. When you use Run in a script, be sure it is the last command. Printer Setup: Select a different printer, set up a new printer, or change printing options. Print Manager: The Print Manager window lists the document that is currently printing, any documents scheduled to print, and any documents that encountered an error while printing. These documents are assigned status codes of "Active," "Waiting," and "Error," respectively. When the entire active document prints, it is removed from the list in the Print Manager window. The left side of the status bar at the bottom of the window displays processing messages during printing. The right side of the status bar displays the number of pages of the active document that printed so far. The "Copies" column indicates the number of copies of each document to be printed. (This number was selected in the Print dialog.) Export: Opens the Export dialog. Pages All to export the entire report. Current Section to export the section currently displayed. Current Page to export the page currently displayed. Save Policy Attributes Format From/To and enter the range of pages you want to export. Writes the data to the destination specified in Filename. Select if you have loaded a policy containing definitions of fields to export. Select if you have marked text to be exported and added attributes. CSV - Export data in Comma-Separated Variable format. SYLK - Export data in Symbolic Link format. Group Filename ASCII - Export data in ASCII format. ASCII can only export entire pages of data. Pages are exported in ASCII based on the current view and as plain text, for example, without any fonts or font styles applied. Name of a group of fields in a policy to export. The path and filename to which you want to export the data, or use the Browse button to locate the filename. If you specify an existing filename, a warning message is D o c u m e n t D i r e c t f o r W i n d o w s P a g e 7 16
Append to File Include Column Headers displayed, informing you that the filename already exists. Click OK to proceed, or No to choose another filename. Appends the exported data to an existing file of the same format. Exports field names as column headers. The Edit menu contains options that extract data. These menu options allow you to locate and mark the contents of reports, even if the format of the reports changes from version to version. The Edit menu text marking features make it simple to select exactly the data you want to export to other applications. For more information, choose a command name. The View menu contains options that help you modify your view of documents. The Script menu presents options that help you create, play back, and define script settings. The Policy menu provides buttons for quickly creating and editing regions, fields, and groups and for opening and closing windows. It also allows you to select a report files and change the report page displayed in the Visual Parser window. The Options menu presents options which help you control font display, configure document servers, and customize Document Explorer. D o c u m e n t D i r e c t f o r W i n d o w s P a g e 8 16
The Window menu presents options which help you manage multiple open windows. The Help menu opens the DocumentDirect Help system. The Help system explains all menus options, defines relevant terms, and describes procedures for using DocumentDirect. How to export DocumentDirect reports into Excel The following instructions are the basic steps to export a documentdirect report into excel. Please note that your computer might display the screens below differently, but the basic steps outlined should still be the same. 1. Open the report in documentdirect that you want to export to excel. For this example, I am using the April 2017 County Confirmation Report (CCR) All Counties. How to access the report: D o c u m e n t D i r e c t f o r W i n d o w s P a g e 9 16
Partial Screenshot of the April 2017 County Confirmation Report (CCR) All Counties 2. On the tool bar, click on File, Export, Export Document D o c u m e n t D i r e c t f o r W i n d o w s P a g e 10 16
3. You should get Export to File box In the Filename box, type where on your computer you want to save the file and name of the file, or click on the Browse box and you can search your computer and point where you want to save the file to. Click on Save. D o c u m e n t D i r e c t f o r W i n d o w s P a g e 11 16
4. Now you can close documentdirect. Open excel and go and find the document direct file you just saved. Because the documentdirect file has an.rpt extension (ending), you will need to change your Files of type search to All Files or you will not find your file name! 5. Once you click on your saved file, you should get a Text Import Wizard screen like the following: The following steps will help us to format how we want the report to appear in excel. If at this point we were to just click on finish, the report would open in excel but you won t be able to sort the data it is just opening the file in excel as it is displayed. On the first step screen, there is no action needed on your part, so click the Next > button. The second step screen is where you decide you want to place your column breaks. You will want to scroll down the report until you come to line 1 of the CCR (using the arrows to the right). This is so you can see where the current column breaks are and to help you determine WHERE you want the breaks to be. D o c u m e n t D i r e c t f o r W i n d o w s P a g e 12 16
To remove the current column breaks (black vertical lines), with your mouse, double click on the left mouse button. This should remove the current column break. Repeat this step for all the current column breaks. To add new column breaks, point on the ruler and using your mouse, double click on the left mouse button and a black vertical line should appear. Repeat the process moving across all the columns until you have in all the breaks you want. Click on Next > button to see Step 3 of 3 D o c u m e n t D i r e c t f o r W i n d o w s P a g e 13 16
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I don t change any of the settings on this screen. Feel free to experiment! Now, click on the Finish button. Your excel spreadsheet should now appear. If you highlight and click on the COLUMNS, they will automatically expand to the proper width of your data. D o c u m e n t D i r e c t f o r W i n d o w s P a g e 15 16
You can now delete the report headings and other unnecessary data you don t want, change column headings, etc. Be sure to rename and save your edited report. D o c u m e n t D i r e c t f o r W i n d o w s P a g e 16 16