Exporting Data: SOP Assignments

In addition to exportable SOP PDFs, Simplifya allows you to export SOP assignment data from the system. This data can be downloaded in the following file types: .csv, .xlsx (Microsoft Excel).

Navigating to the "Assigned SOPs" sub-module

You can export data from the "Assigned SOPs" sub-module. To navigate to the sub-module:

Click the hamburger menu icon in the top right of the screen.
In the slide-in navigation, select "Audits", and then "Audits".

Exporting SOP Assignment Data

Once in the "Assigned SOPs" sub-module, click the ellipses icon in the top corner of the screen.

After clicking the ellipses icon, you'll see an option to "Export Assigned SOP Data". Once clicked, a modal will pop up where you can configure the details of your data export. The modal will have two tabs:

"Manual": Run a one-time export of your data. The export file will be generated and can be downloaded from the notifications pane. Skip to: Running a one-time export.
"Scheduled:" Schedule recurring exports of your dataset. The report will be emailed to you based on the selected time and frequency. Skip to: Scheduling a recurring export.

When scheduling a recurring export, it will download all data accessible to that user based on their permissions. For example, Managers will see SOP assignments only at their locations.

Running a one-time ("Manual") export

If you'd like to run a one-time export without any configuration, all you need to do is click "Export". This will export your data to a .csv file with a preset file name (including the current date and time). It will also include all data points accessible in that report.

If you'd like to further configure your export, you can choose among the following options:

File Format: Options include .csv and .xlsx (Microsoft Excel).
File Name: Type in a desired file name. Upon generating your report, the date and time of your export will be appended to your file name (e.g. if your file name is "My Data", it will export as "My Data-2020-08-05 12-21-47").
Save to Smart Cabinet: Add your file to Smart Cabinet (can be accessed via Documents > "Manage Documents").
Customize Fields: Choose the data points you'd like to include or exclude from your export. Each data point will be a column within your spreadsheet.

How to limit the data in your export

When running manual exports, there are two ways you can limit the amount of items included in your export:

Via the table filters: For example, if you filter your SOP assignments to see only completed assignments, you'll only receive those which are completed.
Selecting specific items using checkboxes: While viewing your data, click the checkbox in the left-hand column of one or more items to ONLY export those selected items.

Scheduling a recurring export

To schedule your exports, click the "Scheduled" tab in the export modal.

When scheduling your recurring exports, you can configure the same items as above. In addition, you'll be required to fill out the following:

User: Select one or more recipients for each export. Recipients can include:
- Simplifya users (can be added by typing a user name)
- Non-Simplifya emails (can be added by typing in an email)
Frequency: The frequency can be set to "Daily", "Weekly" or "Monthly". You'll also be required to choose a time for your report to send. Note that all schedule times are in UTC (for help, we recommend using a time zone converter).

After you've scheduled your export, it will fire you an email with your file at the selected time and date. See: Downloading your reports.

Once you've scheduled your first report, the export modal will also have a "Scheduler Status" field. When the status is set to off, it will save your schedule but will not fire any deliver any exports.

Downloading your export via email

At the selected date/time, you'll receive an email to download your export. Open the email and click the link. Which will take you to a landing page:

If the recipient is a Simplifya user: They'll be required to sign in before they can download the export file.
If the recipient is not a Simplifya user: They'll be required to type their email before they are able to download the export file.

Permissions

The following permissions apply to exporting SOP assignment data:

AC Administrators: Can export all SOP assignments within an account.
AC Auditors: Can export all SOP assignments within an account.