How to Export Data from Gorilla 4.x

How to Export Data from Gorilla 4.x

QUESTIONS THAT APPLY TO THIS TOPIC

  • How do I pull data out of the Gorilla database and put it into Excel?
  • How do I get a list of certain pieces of data from the database?
  • How do I get my Contact Group addresses to a print service company?

ANSWER

Gorilla allows you to extract certain Contact Group information from the database in a file format that can be used in other programs (this format is called CSV, which stands for “Comma Separated Values”). This extraction of data is referred to as an “export.”  Here are the steps for exporting data into a text file:

  1. Start Gorilla and log in.
  2. Click on the Import/Export option in the menu bar, then choose Import and Export.

  3. Click on the tab labeled “Export” in the “Import/Export” window, then click on the “OK” button in that window.

     
  4. Exports are done based upon Selection Rules.  You’ll need to choose the desired selection rule before continuing with the export.  Click on the small button with the three dots (“…”) to choose your selection rule:  

  5. The “Choose Rule” window will appear:  

  6. Locate the Selection Rule desired in this window, highlight it by clicking on it, then click on the “Select” button at the bottom of the window.  You’ll be returned to the “Text Export Wizard - Welcome” window.
  7. Next, you must decide on the export style and addressing style used in the export file.  For most uses, the default selections of “delimited” for export style and “default” for the addressing style will be sufficient.  When you’re finished choosing those settings, click the button labeled “Next” to continue.  The ”Text Export Wizard - Delimited Export Options” will appear:  

  8. The options you choose here are very much dependent on what you need to do with the exported text file.  For most applications, such as Microsoft’s Excel, choosing “comma” as the delimiter and “double quotes” as the text qualifier will be sufficient.  Also, if you are planning on using this text file later in a spreadsheet program like Excel, it’s recommended that you check the box “Field Names on the first row.”  This will allow you to easily recognize the data exported into the text file.  When you’ve made your selections, click on the “Next” button to proceed.  This will open the “Choose Fields” window:

  9.  This window is used to select which fields you want to export.  The full list of fields available for export is as follows:

Please note that if a field you wish to import is  not  on this list, you cannot export it with the Import/Export utility.  Contact your marketing support representative for more details about specialized export options.

  1. The numerous arrow buttons are used to select, unselect, and re-order the fields listed under “Available Fields.”  Here are the various functions of those buttons:
    • To select a field for export , locate the field on the left-hand side of the window (under the label “Available Fields”), highlight it by clicking on it, then click on the button labeled “>.”  You’ll see that the field you selected has moved from the left-hand side of the window to the right-hand side, under the label “Selected Fields.”
    • To unselect a field that you’ve selected , locate the field on the right-hand side of the window (under the label “Selected Fields”), highlight it by clicking on it, then click on the button labeled “<.”  You’ll see the field you selected has moved from the right-hand side of the window to the left-hand side, under the label “Available Fields.”
    • To select all the fields for export , simply click on the button labeled “>>.”  You’ll see all the fields moved from the left-hand side of the window to the right-hand side, under the label “Selected Fields.”
    • To unselect all the fields that have been selected , just click on the button labeled “<<.”  You’ll see all the fields moved from the right-hand side of the window to the left-hand side, under the label “Available Fields.”
    • To change the order of the selected fields , highlight the field to be moved in the “Selected Fields” window, then use the button labeled “ ▲ " to move the field up through the list of selected fields and the button labeled “ ▼ " to move it down through the list.  

  2. When you are satisfied with the fields to be exported and their order, click on the button labeled “Next.”  This will take you to the “Text Export Wizard - Finish” window.  

  3. In the box labeled “File Name,” enter the name of the export file you wish to create.  You can also use the small “…” button in order to open a “browse” dialogue window so you may locate to a folder, a path, or an existing file at which you will save your export file. 

    It is highly recommended that you  save your export file with the file extension of either .CSV (excel) or .TXT (notepad) in order for it to be more compatible with other software packages.  
  4. When you’ve selected the desired location and file name, click on the button labeled “Finish.”  You can monitor the progress of your export file’s creation in the “Export Progress” box inside the window.