vpvi-98 - microsoft · vpvi-98: the new vantagepoint export utility ed zanaty, deltek michael...
TRANSCRIPT
VPVI-98:The New Vantagepoint Export Utility
Ed Zanaty, DELTEKMichael Dobler, DELTEK
Agenda1. Introduction
2. Concepts
3. Security
4. Create a new Export Definition
5. Formatting, Mapping & Sorting
6. Filtering & Parameters
7. Calculated Fields
8. Preview & Export
9. Send via FTP & EMail
10. Access with API
11. Integrations Manager
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 2
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 3
Introduction
» Michael Dobler - Principal Technical
Consultant, Deltek Global Consulting
» Ed Zanaty – Product Director, Deltek
Product Strategy
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 4
Introduction
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 5
Concepts
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 6
Vantagepoint 3.0 Applications
» Role Security (Updated for Exports and the Integrations Manager)
» Utilities > Exports (New)
» Desktop > Utilities > Desktop Imports (Existing)
» Utilities > Integrations > Integrations Manager (New)
» Task Manager to group exports and imports into a “Custom” integration that can be run
by accounting period.
What do we cover in this session?
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 7
Term Description
Export Utility A new Vantagepoint Utility that allows a user to create user defined exports Data
Export Definition based on the columns available in a Data Pack.
Please don’t confuse this with Reporting > Data Exports
Data Pack When you create a data export definition, you select a data pack for it. A data
pack provides the set of all possible columns (fields) from a specific
Vantagepoint application that you can include in the data export definition. You
can select some or all of the fields from a data pack for a data export definition.
Vantagepoint comes with predefined data packs that you cannot edit.
Data Export Definition A data export definition determines the specific Vantagepoint data to export to a
file.
Integrations Manager A grouping of tasks (Imports & Exports) that are run by Accounting Period
Concepts
Vantagepoint Export Utility
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 8
» Design Approach
» Export to file or API endpoints
» Easily extensible for future connectivity
» Secure - SQL statement will be stored encrypted in client database and not in core code
» Packaging of Data (Data Packs)
» By Functional Area and is not editable by the user
» Will continue to apply new Data Packs over time based on client feedback
» Delivery of Data (Data Export Definition)
» User configurable – Select, format or filter(Date) any of the columns that are part of the data package
» Data filters can be set by column and can be fixed values or parameters that need to be provided, as a prompt to the user, at execution time (Date Range)
» Validation logging of exported data
» Run – Download immediately, to e-mail or to a specified FTP location
» APVoucherLedger
» ARLedger
» Clendor
» ClendorAddress
» Contacts
» EMPayments
» Employees
» InvoiceDetail
» LedgerDetail
» PRExpenses
» ProjectLabor
» Projects
» TrialBalance
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 9
Vantagepoint Export Utility > Current Data Packs
Vantagepoint Export Utility
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 10
Vantagepoint Integrations Manager
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 11
» Manage Imports and Exports to third party applications (GL Ledger Connector)
» Track progress by Accounting Period
» Other Integration Examples
» Collections (AR)
» Bank
» Payroll
Vantagepoint Integrations Manager Utility
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 12
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 13
Security
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 14
» Role must have access to the new menu items:
» Utilities Integrations Integrations Manager
» Utilities Imports & Exports Exports
» In order to access, modify or add new export definitions, the role must also have access to
the individual Data Packs and Data Export Definitions.
» The rights between Data Packs and Data Export Definition are deeply interlinked. You will
not be able to export and/or modify a Data Export Definition if your role does not also have
access to the referenced Data Pack
Providing Access to the new features
» For Export Administrators, select
the Data Export Definitions
functional area and check the
Administrator checkbox. This will
grant create, edit and delete rights
to all Export Definitions and allows
the user to use any of the Data
Packs. Only Administrators can add
or remove Export Definitions.
» Administrators also have the right
to add, modify or delete Export
Targets
Administrators
CONFIDENTIAL © Deltek, Inc. All Rights Reserved.15
» A user can have full access to all
Data Packs and Data Export
Definitions. This will allow the
person to modify and export all of
the existing items.
» Please make sure to give the user
full access to both the Data Packs
and the Data Export Definitions
Full Access
CONFIDENTIAL © Deltek, Inc. All Rights Reserved.16
» You can also provide individual
rights for each Data Export
Definition to a user and allow only
for edit and/or export rights
» You can also allow the user to only
be able to provide parameter
values at time of export but not be
able to change any other export
settings.
» You cannot have access to a Data
Export Definition if you do not have
access to the underlying Data Pack
Individual Rights
CONFIDENTIAL © Deltek, Inc. All Rights Reserved.17
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 18
Create a new Export Definition
» Go to the new Exports menu in
IMPORTS & EXPORTS
» Click on
in the overview screen
» In the dialog, give it a new and then
pick the data pack category and
data pack you want to use as your
basis
» Pick any column from the available
columns list that you want to
include in the export
» Click
Getting Started
CONFIDENTIAL © Deltek, Inc. All Rights Reserved.19
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 20
» In the Export Definition Editor you can now edit and change the following information:
» Name, Description and Category
» Target information
» Export types, field delimiters, text indicators
» Header information
» Filter out already exported items
» Add, remove and modify columns
Additional Settings
» Probably the most common used export type will be comma separated values (*.csv).
» Pick “Delimited” export type for this
» Pick the correct “Field Delimiter” (Comma by default, other delimiters like tab possible)
» For Excel compatibility pick “Text Indicator” to be Double Quote
» Click “Export with Headers” to add field headers to each column
» By default the inserted columns work out of the box with this export type. You can make
changes to the header and format where necessary
» Add a default “Target File Name” with a .csv ending
Delimited Export Type
CONFIDENTIAL © Deltek, Inc. All Rights Reserved.21
» The Fixed Length export type does not use field delimiters and only operates on preset field lengths (often used in financial applications)
» “Field Delimiter” and “Text Indicator” are not available for this type
» Most applications will not need the header information, please uncheck “Export with Headers”
» If you chose this export type, you must edit ALL columns and check the “Fixed Length” property, set the column width (field length) and the Alignment (left or right)
» All fields are left aligned by default and the field content will be padded with spaces or trimmed to the column length
» Numeric values have to be modified (usually) right align and their padding character should be “0”
Fixed Length Export Type
CONFIDENTIAL © Deltek, Inc. All Rights Reserved.22
» This export type is used for API exports and is generally
used in web scenarios. JSON stands for JavaScript
Object Notation.
» “Field Delimiter” and “Text Indicator” are not available for
this type
» Uncheck “Export with Headers”
» By default the inserted columns work out of the box with
this export type. You can make changes to the header
and format where necessary
» The export creates a structured output (see sample)
JSON Export Type
CONFIDENTIAL © Deltek, Inc. All Rights Reserved.23
» This export type is used for custom application exports. XML stands for Extensible Markup Language.
» “Field Delimiter” and “Text Indicator” are not available for this type
» Uncheck “Export with Headers”
» By default the inserted columns work out of the box with this export type. You can make changes to the header and format where necessary
» The “root” node will be “<RECS>” and each record is in a “<REC>” node.
» The export creates a structured output (see sample)
XML Export Type
CONFIDENTIAL © Deltek, Inc. All Rights Reserved.24
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 25
Formatting, Mapping and Sorting
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 26
» You can set a specific “Format Field” formatting string for each column in your export
» The export tool can process .net compatible format strings for numeric and date field types.
The documentation on these format strings can be found here:
https://docs.microsoft.com/en-us/dotnet/standard/base-types/formatting-
types?view=netframework-4.8
» Providing a non-compatible format string will result in an unexpected error when exporting
data
» Some more familiar format strings are:
Formatting a Field Value
yyyy-MM-dd Formats a date into an ISO date format: 2019-11-19
#,###.00 Formats a number into a accounting format: 1,000,000.00
dddd Displays the full name day instead of a date: Tuesday
d Displays the location specific short date format (US: 11/19/2019; France: 19/11/2019)
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 27
» In most scenarios Vantagepoint’s codes (for status, account numbers, etc…) do not match other application’s default codes.
» Instead of trying to match both systems perfectly, the export definition allows you to define dat mapping tables for each column
» At time of export the system checks the data mapping table for that column if a specific key is sent from Vantagepoint and replaces it with the mapping value for that key
» In the example shown we replace our billing status with a verbal representation of the value
Mapping field values
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 28
» By default the data is exported unsorted
» You can specify any column or columns to sort your
output ascending or descending
» Click on the button and pick the columns you
want to sort by. If you already added sort columns, click
on the + Select Columns for additional items.
» Once you picked the columns to sort by you can then
define the order and direction of the sorting. Simply drag
a column to the desired sort location and change to
“Ascending” or “Descending”
Sorting your Output
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 29
Filtering and Parameters
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 30
» This option is available for all exports where the underlying data pack has a primary key
defined.
» This is true for almost all of our predefined data packs
» If you check this option, the system will keep track of each single record exported with this
export definition and exclude the already exported items in the next export
» This is especially useful if exporting financial data like invoices, payments, etc…
» The records are tracked per export definition. If you have multiple exports using the same
data pack their existing items will be tracked separately
» If you use this option with Hub data, the records will only be sent once, even if it is edited at
a later point.
“Check For Existing” Option
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 31
» Each column in your export definition (visible or hidden) allows you to add one filter
expression for that column
» We support the following filter operations:
» All Data Types: Equals, NotEqual, Larger, Less, LargerOrEqual, LessOrEqual, Empty,
NotEmpty, Between
» String Data Types: Like, NotLike, StartsWith, EndsWith
» Date Data Types: Today, MonthIs, QuarterIs, YearIs, ThisWeek, LastWeek, NextWeek,
ThisMonth, LastMonth, NextMonth, ThisQuarter, LastQuarter, NextQuarter, ThisYear,
LastYear, NextYear
» Filter value(s) can be entered hard coded – OR – you can use parameter values
Adding Filters
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 32
» Parameters can be used in calculations
and/or filters
» You define them by click on
» You can add as many parameters as you like.
If you check “Prompt User” then the user that
will run the actual export can modify your
default value and enter different values
without having to change the export definition
» The export tool supports the default
parameters @ActivePeriod,
@ActiveCompany and @CurrentEmployee
Adding and Using Parameters
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 33
Calculated Fields
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 34
» You can add any number of calculated fields to your export definition
» Each calculation must be based on a valid SQL expression
» Any referenced column must be part of the export definition (visible or hidden)
» Calculations can be used to format specific output, implement logic or add advanced filtering to a data export
» You are able to pick fields from a list of available fields and validate the calculation in the calculation dialog
Adding Calculated Fields
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 35
» Adding regular, overtime and overtime 2 hours as total hours:
[RegHrs] + [OvtHrs] + [SpecialOvtHrs]
» Calculation with Division by 0 check:
(case when [RegHrs] + [OvtHrs] + [SpecialOvtHrs] = 0 then 0 else ([OvtHrs] + [SpecialOvtHrs])/([RegHrs] + [OvtHrs] + [SpecialOvtHrs]) end)
» Extended Filtering:
case when [EMOrg] like 'SF:%' then 'WESTCOAST' when [EMOrg] like 'BO:%' then 'EASTCOAST' when [EMOrg] like 'CH:%' then 'CENTRAL' else 'OTHER' end
» Extended Mapping:
substring([EMOrg], 1, 2) + replicate('0', 10 - len([Employee])) + [Employee]
Calculation Examples
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 36
Preview and Export
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 37
» Once you are done with your export definition you can Preview or Export the data
» The preview will simply generate 10 lines of your export definition (no parameters applied).
This will allow you to check for formatting and/or output issues. Previews will not be audited
or stored. They will have no impact on “Check For Existing”
» The export will prompt you for a file name and, if parameters have been defined and can be
edited, will also prompt the user to set the parameters to specific values
» Exports will be audited (with full history and file is also stored in our Files DB). This includes
tracking of exported items
» If no export target has been defined, the export file will be downloaded to your computer
» A copy of the export file can be downloaded from the history tab
Preview and Export
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 38
Send via FTP or EMail
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 39
» Export targets allow you to send the export file directly via
Email or upload it to an FTP/SFTP server
» You can create multiple export targets for different
purposes
» You can attach an export target definition to one or more
export definitions
» When exported, the file is no longer downloaded to your
computer but sent automatically to the target location you
defined (email or FPT)
» The email function allows you to use information from your
employee, users and contacts records
Export Targets
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 40
Get data via the API
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 41
» Once a Data Export Definition has been defined, the data can be accessed via the
Vantagepoint API (application programming interface)
» The returned data will be in a JSON format, regardless of the predefined export type in the
definition
» Parameter values can be provided as part of the request message sent to the API endpoint
» The endpoint is
https://{your Vantagepoint URL}/api/exportutility/exportdefinitions/{Data Export Definition ID or Name}?param1=value1¶m2=value2…
» The session “Introduction to the New Web API for Vantagepoint” will have a detailed
example on how to use this feature
Access Export Data via 3rd Party Process
» As with all of our API calls you can
test this in the Postman Application
» All access rights based on the role
used to get access to the API will
apply.
» You can only export data if your
role has access to the specific Data
Export Definition.
» The data will be returned as a
JSON array with a key/value field
for each exposed column.
Postman Tests
CONFIDENTIAL © Deltek, Inc. All Rights Reserved.42
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 43
Integrations Manager
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 44
Integrations > Integrations Manager
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 45
» Select Period Ending Date
» Add New Tasks
» Exports can be run from
the manager
» Imports must be run from
the desktop application
» Export All / Export Selected
» Status by Accounting
Period
Integrations Manager > New/Edit
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 46
Q & A
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 47
Questions & Answers
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 48
Additional Resources
Ed Zanaty
» Streamline Information Management with Deltek PIM
and Vantagepoint/Vision
» Tuesday, November 19
» 3:20 PM - 4:20 PM
» REPEAT: The New Vantagepoint Export Utility
» Thursday, November 21
» 10:50 AM - 11:50 AM
Michael Dobler
» Introduction to the New Web API for Vantagepoint
» Tuesday, November 19
» 2:10 PM - 3:10 PM
» Creating Custom Reports for Vantagepoint and Vision
» Wednesday, November 20
» 2:10 PM - 3:10 PM
» REPEAT: The New Vantagepoint Export Utility
» Thursday, November 21
» 10:50 AM - 11:50 AM
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 49
Other Sessions
Usability Lab @ Insight» Visit the Kiosk in the Xpo hall between
Customer Showcase and Customer Care
» Sign up in the Xpo Hall for 1:1 usability
testing sessions with a UX Designer
» Take a self-directed usability test at the kiosk
» Relevant Topics related to this session:
» Credit Card Support in Mobile App
» Hey Deltek Time Entry in Mobile App
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 50
Download the Content from these Vantagepoint Sessions (if you didn’t attend in person)
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 51
» VPVI-02 Get Ready for Vantagepoint: Vision to Vantagepoint
» VPVI-03 Get Ready for Vantagepoint: DPS to Vantagepoint
» VPVI-04 Get Ready for Vantagepoint Accounting
» VPVI-05 Get Ready for the Convergence of Opportunities and Projects in Vantagepoint
» VPVI-06 Getting Ready for CRM In Vantagepoint
» VPVI-07 This is Vantagepoint
» VPVI-08 Welcome to the Projects Hub in Vantagepoint
» VPVI-12 To Vantagepoint 3.0 and Beyond!
» VPVI-13 Introduction to Vantagepoint Resource Planning
» VPVI-14 Introduction to Vantagepoint Dashboards
» VPVI-15 Creating Executive Dashboards in Vantagepoint
» VPVI-16 Create Winning Proposals with Vantagepoint
» VPVI-20 How to Apply Design Thinking to Your Vantagepoint
Configuration
» VPVI-24 Tips and Tricks Multi-Company in Vantagepoint
» VPVI-25 Thinking Out Cloud
» VPVI-26 Streamline Information Management with Deltek
PIM & Vantagepoint/Vision
» VPVI-27 Security, Screen Designer and UDFs
» VPVI-28 Manage Project Progress with Planning Reports
and Alerts in Vantagepoint
» VPVI-30 Getting the Most out of Vantagepoint T&E
» VPVI-41 Preparing for Deltek Vantagepoint CRM
» VPVI-46 How will Vantagepoint Impact your Consulting Firm
» VPVI-76 The New Vantagepoint Export Utility