VPVI-98 - Microsoft · VPVI-98: The New Vantagepoint Export Utility Ed Zanaty, DELTEK Michael Dobler, DELTEK. Agenda 1. Introduction 2. Concepts 3. Security 4. Create a new Export

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


Introduction

» Michael Dobler - Principal Technical

Consultant, Deltek Global Consulting

» Ed Zanaty – Product Director, Deltek

Product Strategy


Introduction


Concepts


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?


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


» 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


Vantagepoint Export Utility > Current Data Packs

Vantagepoint Export Utility


Vantagepoint Integrations Manager


» 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



Security


» 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


» 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



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



» 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


» 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


» 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


» 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



Formatting, Mapping and Sorting


» 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)

https://docs.microsoft.com/en-us/dotnet/standard/base-types/formatting-types?view=netframework-4.8


» 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


» 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


Filtering and Parameters


» 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


» 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


» 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


Calculated Fields


» 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


» 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


Preview and Export


» 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


Send via FTP or EMail


» 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


Get data via the API


» 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&param2=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



Integrations Manager


Integrations > Integrations Manager


» 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


Q & A


Questions & Answers


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


Other Sessions

http://deltekinsight19iframe.azurewebsites.net/SessionDetail.aspx?id=567381





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


Download the Content from these Vantagepoint Sessions (if you didn’t attend in person)


» 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

Documents

VPVI-98 - Microsoft · VPVI-98: The New Vantagepoint Export Utility Ed Zanaty, DELTEK Michael Dobler, DELTEK. Agenda 1. Introduction 2. Concepts 3. Security 4. Create a new Export