What does the Data Extract Definition tab do?

The Definition tab of the Data Extract is used to identify the source of the data you want to include in your data extract job. Data for a data extract job can come from a portfolio, a specific section of the Work Tree, or from one or more work types. You can also determine how you want the data extract job to handle archived data and add additional filters that will impact what information is included in your data extract job. This article describes the options available on the Definition tab.

1. Click Definition Tab

  • Click the Definition tab.

Below are descriptions for the options on the Definition tab of the Data Extract. These options allow you to define the source of your data for your data extract job.

Portfolio: Allows you to select a pre-defined portfolio to use as a source for your data extract job. This can be a personal portfolio or one that is shared between users. Select the Include descendant work of projects in portfolio check box if you want this additional information in your data extract job.  

Descended from: Allows you to select areas from the Work Tree as the source for your data extract job. With this feature, you can browse and select one ore more sections of the Work Tree or search for a specific area of the Work Tree such as a project name.

Work types: Allows you to select one ore more work types for your data extract job. Note: Inactive object types will be options here only if there are instances of that object defined in the system.

Archived: Allows you to select if you want to include archived work, exclude archived work, or only see archived work in your data extract job.

Add more filters: Allows you to further define your data extract job by selecting additional criteria for it.

Lock: This feature is not applicable to the Data Extract.

Delete: Allows you to remove a definition field from the Definition tab.

Note: These definitions act as an "and", not an "or" statement. If you select a portfolio that was built using Gated Project work types, and then select the check box for a different kind of work type in the Work type section, you will not have any results for your data extract job because those two selections conflict.

2. Click Portfolio (optional)

Click Portfolio (optional)
  1. Click Portfolio, select a personal or shared portfolio from the list.
  2. Select Include descendant work of projects in portfolio check box if needed.

3. Click Descended From (Optional)

  • Click Descended from to display the Descended from dialog box.

3.1. Browse Work Tree

  1. Click the plus and minus signs to expand or collapse the Work Tree to locate what you want to select as your source work.
  2. Click to select the work you want to include.
  3. View added work in the New Added section of the dialog box.
  4. Click the Delete button or Clear to remove your selections.
  5. Click Save.

3.2. Click Search

  1. Click the Search tab.
  2. Click Find, type search criteria.
  3. Click Go.
  4. Click to select the work you want to include.
  5. View added work in the New Added section of the dialog box.
  6. Click the Delete button or Clear to remove your selections.
  7. Click Save.

4. Select Work Types (Optional)

Select Work Types (Optional)
  • Click to select one or more work types for your data extract job.

5. Click Archived (Optional)

Click Archived (Optional)
  • Click Archived, select if you want to include, exclude or only show archived work in your data extract job. Exclude archived is the default selection for this field.

6. Click Add More Filters (Optional)

Click Add More Filters (Optional)
  1. Click Add more filters, select an option from the list.
  2. Click the green plus symbol.
  3. Make additional selections as needed.

7. Click Continue or Tab

  • Click Continue to go to the Columns tab, or click another tab within the Data Extract.

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