.. _exportdata:

Export Data
=====================

Overview
------------

Matchbook's Export Data feature is a powerful tool designed to allow users to seamlessly extract and transfer their Match data from the Matchbook platform to various external systems or storage solutions. This functionality is essential for users who need comprehensive data analysis, reporting, or integration with other applications. By providing a user-friendly and efficient method for exporting data, Matchbook ensures that users can fully leverage their data assets beyond the platform's confines.

The Matchbook Services Export Data Process is a versatile and robust feature that allows users to export data at any stage during processing. This functionality is vital for organizations requiring flexibility and precision in managing their data. The process supports multiple combinations of export options, catering to a wide range of data needs. Furthermore, any user with Admin rights can export data from Matchbook Services, ensuring that data management remains secure and controlled.

Export Data
---------------

Users on the Matchbook AI platform have 2 options of exporting data.

* By clicking on the Match Output button

* From the left-hand navigation bar, click on Export Data

.. figure:: _static/exportdata/export.png

   *Dashboard: Export Data*

.. raw:: html

    <div class="middlediv">
        Exporting data from Matchbook is a simple process that can be completed in six steps. Some of these steps are optional, depending on your specific requirements and preferences.
    </div>

.. figure:: _static/exportdata/ExportSmain.png

   *Configure Data Exports*

Step 1: Apply Filters (Optional)
++++++++++++++++++++++++++++++++++

In this step, the user customizes the data set for export by applying necessary filters, such as source record IDs and LOB tag.

.. figure:: _static/exportdata/exports1.png

   *Export Data: Step 1*

This allows users to refine the data selection based on specific criteria, ensuring that only the relevant data is exported.

1. **Select Source Record IDs**

.. raw:: html

    <div class="p-l-20">
        Use source record IDs to pinpoint specific records for export.
    </div>

.. raw:: html

    <div class="p-l-40" style="padding-top:10px">
        <strong>Use Case: Exporting Specific Records</strong>
    </div>

.. raw:: html

    <div class="p-l-60" style="padding-top:10px">
        When examining matched data, the user might want to export a particular record. To do this, enter the source record ID into the specified field.
    </div>

.. raw:: html

    <div class="p-l-60" style="padding-top:10px">
        Check the  <strong>Is Exact Match</strong> checkbox to ensure that only the exact record is exported.
    </div>

.. raw:: html

    <div class="p-l-60" style="padding-top:10px">
        Then, select the import data process from the dropdown menu to filter data based on the import method used.
    </div>

2. **Select LOB Tags**

.. raw:: html

    <div class="p-l-20">
        Choose the tags from the drop-down menu to categorize and filter the data effectively.
    </div>

.. raw:: html

    <div class="p-l-20 m-t-10">
        To filter records by specific Line of Business (LOB) categories, select the relevant option from the drop-down menu.
    </div>

.. raw:: html

    <div class="p-l-40 m-t-10">
        <strong> Locating Available Tags</strong>
    </div>

.. raw:: html

    <div class="p-l-60 m-t-10">
        To view all available tags, navigate to Settings > Portal > Common > Tags.
    </div>

    <div class="p-l-60 m-t-10">
        This section lists all the tags that can be applied to the data, helping you in filtering and exporting the desired records.
    </div>


.. note::
   * Once the desired filter is applied, you can choose to export the data to an Excel sheet
     for further use.
   * When importing new data, any tags associated with the data will be automatically reflected
     once the specific file is exported. This ensures that the tagging information is preserved
     and carried over through the export process, maintaining data integrity and consistency.
     For more information about Tags, refer to Import Data (hyperlink) documentation.


Step 2: Select Output
++++++++++++++++++++++

In this step, users can choose the output they need from a variety of options. Matchbook provides several output queues to accommodate different data requirements.

.. note::
   The default options include Match Output, Enrichment Output, and Transferred Duns. Each of
   these options serves a different purpose and can be selected based on your specific data export
   needs. By selecting the appropriate output type, you ensure that the exported data meets your
   requirements and is ready for further analysis or integration.

.. figure:: _static/exportdata/ExportS2.png

   *Export Data: Step 2*

.. raw:: html

    <div class="middlediv">
        To access additional output options, click on the drop-down menu to view the available choices.
    </div>

.. figure:: _static/exportdata/exportoutputoptions.png

   *Export Data: Step 2 Select Output*

.. raw:: html

    <div class="middlediv">
        The available output options are as follows,
    </div>

.. list-table::
    :header-rows: 1

    * - Field
      - Description
    * - Match Output
      - This queue contains records that have been auto accepted based on the matching criteria set within the system. These records have been automatically identified as matches and processed accordingly.
    * - Enrichment Output
      - This queue includes enriched records for matched businesses. The enrichment process adds additional information to the matched records, enhancing their value and usability.
    * - Transferred Duns
      - This option includes data that has been processed and transferred, specifically focusing on DUNS (Data Universal Numbering System) records.
    * - Active Data Queue
      - This queue comprises active records in the Data Stewardship Queue, including both low match and no match records. These records need further review and action by data stewards.
    * - Low Confidence Queue
      - This queue comprises active records in the Data Stewardship Queue, including both low match and no match records. These records need further review and action by data stewards.
    * - No Match Queue
      - This queue includes records for which no match candidates were returned. These records could not be matched with any existing data in the system.

Step 3: Select Output Format
++++++++++++++++++++++++++++++

In this step, users can select an output format that best meets their requirements.

.. figure:: _static/exportdata/ExportS3.png

   *Export Data: Step 3 Select Output Format*

.. raw:: html

    <div class="middlediv">
        Matchbook Services offers four different formats
    </div>

.. list-table::
    :header-rows: 1

    * - Field
      - Description
    * - CSV
      - This format saves data as plain text, with each record on a new line and fields separated by commas. Default Setting: By default, the CSV format is selected, and they Include Header checkbox is checked, meaning the first row will contain the column headers.
    * - Tab-Separated
      - In this format, fields within each record are separated by tab characters. This format is useful for data that includes text fields with commas, ensuring clear separation of fields.
    * - Column Delimiter
      - For specific needs, users can choose a custom delimiter. This allows any character (e.g., semicolon, pipe) to be used as the field separator, providing flexibility for various data processing scenarios.
    * - Excel
      - This format exports data directly into an Excel file (.xlsx), which can be easily opened and manipulated using Microsoft Excel or compatible spreadsheet applications. This is ideal for users who prefer working with data in a spreadsheet format.

.. raw:: html

    <div class="middlediv">
        <strong> Additional Options</strong>
    </div>

.. list-table::
    :header-rows: 1

    * - Field
      - Description
    * - Include header
      - Users have the option to select output with or without a header. By default, this option is enabled, ensuring that the first row of the exported file contains the column headers for easy identification of data fields.
    * - Qualifier All Columns
      - To display the output in a more detailed and structured way, users can choose to qualify all columns by selecting the Qualifier All Columns checkbox. This encloses all data fields in double quotes, which is particularly useful for fields containing special characters, commas, or line breaks, ensuring correct data parsing and interpretation by other applications.

Step 4: Select Encryption Key (Optional)
+++++++++++++++++++++++++++++++++++++++++

Data security is paramount, and Matchbook Services offers the ability to export data that is encrypted, ensuring that sensitive information remains protected during and after the export process. To utilize this feature, an encryption key must be set up internally under the settings tab.

.. figure:: _static/exportdata/ExportS4.png

   *Export Data: Step 4 Select Encryption Key*

.. note::
   Navigate to the Settings tab within the Matchbook Services dashboard. This section is typically accessible only to users with admin rights or designated roles responsible for data security and system configurations.

.. raw:: html

    <div class="middlediv">
        <strong>Using the Encryption Key for Data Export</strong>
    </div>

Once the encryption key is set up, users can export data with encryption by selecting the appropriate key during the export process by selecting it from the drop-down menu. This adds a layer of security, ensuring that the exported data is encrypted and protected from unauthorized access.

Step 5: Select External Data Source (Optional)
+++++++++++++++++++++++++++++++++++++++++++++++

If you need to export data to an external location, such as an SFTP site or cloud storage service, Matchbook Services allows you to select the appropriate external data source.

.. figure:: _static/exportdata/ExportS5.png

   *Export Data: Step 5 Select External Data Source*

This step enables seamless integration with various external systems, ensuring that your data is transferred securely and efficiently.

Step 6: Finalize Export (Optional)
++++++++++++++++++++++++++++++++++++

The final step in the data export process is to finalize the export. This step involves marking the data as exported, which has specific implications for how the data is managed and displayed within Matchbook Services.

.. figure:: _static/exportdata/ExportS6.png

   *Export Data: Step 6 Finalize Export*

.. note::
   This option is unchecked by default, meaning the data will not be marked as exported automatically.

To mark the data as exported, select the Mark as Exported checkbox during the export process.

**Implications of Marking as Exported**

.. figure:: _static/exportdata/ExportS6.png

   *Export Data: Step 6 Finalize Export*

* When the Mark as Exported checkbox is selected, the system will flag the data as having been exported. As a result, the exported data will be removed from the Match Output tab, which reflects the records that are still available for export.
* The Match Output tab count will be updated to reflect zero for the exported records, indicating that these records have been successfully exported and are no longer pending in the Match Output queue.

Click on Export Data, a dialog box pops up asking for confirmation.

.. figure:: _static/exportdata/Export2.png

   *Export Data: Mark as Exported*

.. note::
   If no filters are selected, a notification will appear in the dialog box. This will download all the data from Match Output. Click Yes.

.. raw:: html

    <div class="middlediv">
        A new dialog box pops up
    </div>

.. figure:: _static/exportdata/Export3.png

   *Export Data: Mark as Exported*

* Users can select the year, month, and date from the options in the dropdown menu.
* Enter a name for the file
* Click Submit.

.. raw:: html

    <div class="middlediv">
        Once you click Submit, the status of the exported file will be displayed on the right-hand side of the screen. This status update will show the progress of the export process, including stages such as Scheduled – Not ready and Ready. Users can monitor this area to ensure that the export is successfully processed and to identify any issues that may arise during the export. Once the export is complete, the file will be available for download or further action as needed.
    </div>
.. figure:: _static/exportdata/Export4.png

   *Export Data: Mark as Exported*

Once the file is ready, it can be downloaded by clicking on the download button.

Scheduled Export Details
++++++++++++++++++++++++++

The exported files can also be scheduled for automated processing. To set up a scheduled export, click on the Schedule Export button. This feature allows users to define specific times and frequencies for their exports, ensuring that data is regularly updated and available without manual intervention. By configuring scheduled exports, users can streamline their workflows and maintain up-to-date datasets effortlessly.

.. figure:: _static/exportdata/Export5.png

   *Export Data: Mark as Exported*

.. raw:: html

    <div class="middlediv">
        <strong>Enable Job Schedule</strong>
    </div>

.. list-table::
    :header-rows: 1

    * - Field
      - Description
    * - Enable
      - Select the radio button to enable or disable the job schedule.
    * - Job Name
      - Enter the name assigned to the export job.
    * - Encryption Key
      - The key used to encrypt the exported data.
    * - External DataSource
      - The external source where data will be exported.
    * - Destination Path
      - The file path where the exported data will be stored.
    * - Output Format
      - The format of the exported data file.
    * - Include Header
      - Option to include headers in the exported file.
    * - Qualifier All Columns
      - Option to qualify all columns in the output.

.. raw:: html

    <div class="middlediv">
        <strong> Select Schedule</strong>
    </div>

.. list-table::
    :header-rows: 1

    * - Field
      - Description
    * - Job Start Time (UTC)
      - The start time of the job.
    * - Job End Time (UTC)
      - The end time of the job.

.. raw:: html

    <div class="middlediv">
        <strong> Repeat Type</strong>
    </div>


.. list-table::
    :header-rows: 1

    * - Field
      - Description
    * - Basic
      - Basic scheduling options
    * - Days of Week
      - Specific days of the week to run the job.
    * - Days of Month
      - Specific days of the month to run the job.
    * - Export File Name
      - The name of the exported file.

Click on Submit.