Service Desk R11.2 Upgrade Procedure - How to export data from USD into MS Excel

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Leon Cooper
8 years ago
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to extract reports from the Service Desk and export them into Microsoft Excel or any other program of their choice. Why would I want to export report from the Service Desk?

1 Service Desk R11.2 Upgrade Procedure - How to export data from USD into MS Excel Purpose of document The purpose of this document is to assist users in defining a text printer on their machines in order to allow them to extract reports from the Service Desk and export them into Microsoft Excel or any other program of their choice. Why would I want to export report from the Service Desk? The Service Desk system allows users to extract data from the Service Desk based on specific search criteria. The reports can be viewed in either Detail or Summary. Exporting the reports will give users the opportunity to manipulate the data and create them own reports or presentations based on the data. There are two methods to export reports: Printing to a file using a text printer or Copy the data straight from the web page into a text document for import in MS Excel. 1. Printing to a file using a text printer Install a text printer through the Add Printer wizard. Print your report to the text printer. Open that file in Excel where you will be able to manipulate the report as you wish. 1.1 Installing a text printer From your start menu, click on Devices and Printers or in Windows XP Printers and Faxes. This should bring up a window displaying all installed printers. From this window select Add Printer : Choosing this option will initialize the Add Printer wizard where you will be prompted to select the type of printer you would like to add. 1

2 Select the Local Printer option: You will then be prompted to select the type of port you would like to print to. By default Use an existing port will be selected, from the drop down selection for this option. Choose FILE: (Print to File) and click next: This will bring up the Install the printer driver section of the wizard where you will need to scroll down the manufacturer list and click on Generic. You will now get a list of generic printer drivers. 2

3 Select Generic / Text Only as seen below and click next: You will then be prompted to enter the desired nam e for your text printer. For demonstration purposes I have named my printer Service Desk Text Printer. Click next to install the printer driver. You may be prompted to share this printer, select the Do not share option and click next. Click the Finished button. You will now be able to view you printer along with other installed printers on machine and because it is the most recent printer to be added it will be set as your default printer. At this point, it would be advisable to change your default printer back to what it was before installing the text printer to avoid any confusion when printing normally. 3

4 1.2 Setup a page type to be used for the generic text printer Click on the text printer. From the menu bar at the top of the window, click on Print Server properties : This will open the following screen where you can setup you own page type. Check the tick box to Create a new form. Change the paper size as seen above and click save form. 1.3 Print to your text printer in order to import the data into MS Excel Your printer is now installed. Note that points 1.1 and 1.2 is an once-only action. Once the printer has been installed and the paper type defined, you will use this printer as using your normal printers. You can now start the process of extracting the report you want from Service Desk into an Excel format. 4

5 Run your desired report from the Service Desk system. For the purpose of this document we have used the summary report from the request list screen: You will then get a popup stating that the report is being generated. Once the system has completed generating the report another window will open displaying your data in an unformatted view. Note that this view will entirely be based on the specific report that you have selected. 5

6 Click on the Print button. Be sure to select your text printer and click on Preferences : On the Layout tab, change the paper orientation to Landscape. 6

7 Click on Advanced and select you custom paper size that you ve created from the drop down list: Click on the Paper Quality tab and set the paper source to Cont.Feed-No Break. Click OK. 7

8 This will take you back to the Print window. Click on the Options tab and ensure that the Only the selected frame is checked. This option is usually the default option. You can now click the Print button. You will now be prompted to name and save the file in an existing location either on your machine or the network. 8

9 Once the file is exported, open the file in WordPad so that the headers and footers can be removed. Delete ev erything before the word Request and after the last line with a request number so that your export looks as follows: 9

Save the file and open MS Excel. From the file open menu, browse to your saved text file. (Ensure th at the file type is set to All Files in order for you to select the text file.

10 Save the file and open MS Excel. From the file open menu, browse to your saved text file. (Ensure th at the file type is set to All Files in order for you to select the text file.) Once you select your txt file to be opened in excel, the three step Text Import Wizard will be initialized. In step 1 you will be prompted to select the data type of the file you are importing. Select Delimited and click Next. 10

11 In step 2 you will need to select your delimiter type. Check the Other tick-box and enter the tilde (~)character (Shift+` [The key next to 1 ]) and click Next : Step 3 is where you can format your columns. Once complete you can click Finish : 11

2. Copying your Summary report directly into a text file for export to MS Excel. The 2 nd method that can be used to export your report from Service Desk into MS Excel.

12 2. Copying your Summary report directly into a text file for export to MS Excel. The 2 nd method that can be used to export your report from Service Desk into MS Excel. From your report screen in Service Desk, right-click and choose the Select All option. (Alternatively the shortcut to select all is Ctrl+a ): Right-click and choose Copy or use the keyboard shortcut Ctrl+c. Create a new text document with Notepad or Wordpad and paste the data with Ctrl+v in the document. Save the text file to a location of your choice. Once again delete all the headers and footers if applicable. Import the text document into MS Excel following the same procedure as in

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