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Exporting Records to a File. Perform a search and retrieve records on the Search Results screen.

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Presentation on theme: "Exporting Records to a File. Perform a search and retrieve records on the Search Results screen."— Presentation transcript:

1 Exporting Records to a File

2 Perform a search and retrieve records on the Search Results screen.

3 Click on the Export button on the Search Results screen to view the following Export File Generation box: Click to define which records will be exported. See Power Point on exporting Do Not Call records

4 EXPORT ALL SELECTIONS to export all properties displayed on the Search Results screen. EXPORT ALL SELECTIONS to export all properties displayed on the Search Results screen. EXPORT HIGHLIGHTED SELECTIONS to export only properties highlighted on the Search Results screen. EXPORT HIGHLIGHTED SELECTIONS to export only properties highlighted on the Search Results screen. EXPORT CURRENT SELECTIONS to export only the current property on the Search Results screen. EXPORT CURRENT SELECTIONS to export only the current property on the Search Results screen. EXPORT SUBJECT PARCEL to export only the subject property on the Search Results screen. EXPORT SUBJECT PARCEL to export only the subject property on the Search Results screen. EXPORT TAGGED SELECTIONS to export only the tagged properties on the Search Results screen. EXPORT TAGGED SELECTIONS to export only the tagged properties on the Search Results screen. Click on the following options to define which records from your Search Results screen will be exported:

5 You now have several options for Exporting your selected records: * The "as shown" format, the Top Producer Format (Version 5 and 6), the Mail Merge format, Mailers+4, Site and Tax Formats and all previously saved Export formats (if there are previously saved Export formats) can be viewed by clicking on the vertical arrow to the right of the Format File space. Click on a format from the list to select it and click OK (Save to File).

6 The "as shown" Export format will export records that will include only the criteria that appears in a column on the current Search Results screen. The "as shown" Export format will export records that will include only the criteria that appears in a column on the current Search Results screen.

7 Select Top Producer to export your records in a format that is acceptable for the Top Producer program. Click here on TOP PRODUCER for more information on exporting records into Top Producer Select Top Producer to export your records in a format that is acceptable for the Top Producer program. Click here on TOP PRODUCER for more information on exporting records into Top Producer

8 Select Mail Merge to merge your exported records into a letter/mailing format. Select Mail Merge to merge your exported records into a letter/mailing format.

9 Select Mailers+4 to export records into software which automates the mailing process and helps users perform cost-effective bulk mailings. In this format, select either to have files exported for use with the site address (MAILER4) or use with the tax mailing address (Mp4tax). Select Mailers+4 to export records into software which automates the mailing process and helps users perform cost-effective bulk mailings. In this format, select either to have files exported for use with the site address (MAILER4) or use with the tax mailing address (Mp4tax).

10 Create a new Export format by clicking on the Ellipses button to the right of the Format File space. You will receive a window where you can customize what criteria you would like included with your exported records (see Power Point presentation on Creating a Custom Export Format). Create a new Export format by clicking on the Ellipses button to the right of the Format File space. You will receive a window where you can customize what criteria you would like included with your exported records (see Power Point presentation on Creating a Custom Export Format). Click here to create a custom format

11 In the Export File Generation box, you can prevent the export of multiple records with the same name, address or phone number by clicking on the following options: 1 Per Name (Records with the same name will be eliminated. Only one record per name will export.) 1 Per Address (Records with the same address will be eliminated. Only one record per address will export.) 1 Per Phone Number (Records with the same phone number will be eliminated. Only one record per phone number will export.) You may only select one of the Export Duplicate Elimination options at a time. Click "None" (the default) to export all records.

12 TO INCLUDE HEADER RECORD: Click on Include Header Record to include a header record in your export. A header is convenient to mail merge applications. It consists of a record indicating the name of each field exported. TO INCLUDE HEADER RECORD: Click on Include Header Record to include a header record in your export. A header is convenient to mail merge applications. It consists of a record indicating the name of each field exported. FIXED WIDTH FIELDS: Click on the Fixed Width Fields to export fixed width fields. Various programs require a fixed field file. The default is comma delimited. FIXED WIDTH FIELDS: Click on the Fixed Width Fields to export fixed width fields. Various programs require a fixed field file. The default is comma delimited.

13 In the Export File Generation box, Click OK (Save to File) after selecting what records you will be exporting and the export format. You will receive an Export Save As box:

14 Enter File name by typing over export.txt. The file extension is automatically added to the file name. Enter File name by typing over export.txt. The file extension is automatically added to the file name. The Export is saved to the following folder unless otherwise specified: Program Files\Criss+Cross Plus Real Estate\Realty\Userdata. To use the file after it is exported, it is important to know the folder that the export is saved to. The Export is saved to the following folder unless otherwise specified: Program Files\Criss+Cross Plus Real Estate\Realty\Userdata. To use the file after it is exported, it is important to know the folder that the export is saved to. Click OK to save file. A window will appear indicating file is being saved. Click OK to save file. A window will appear indicating file is being saved. If the export is saved to an existing file, you can either append the data to the file or overwrite it by clicking on the appropriate button in the "File Already Exists" dialog box. If the export is saved to an existing file, you can either append the data to the file or overwrite it by clicking on the appropriate button in the "File Already Exists" dialog box.

15 Need Help If you have any questions or are having difficulties with this application, please contact our Technical Support department at


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