Usage of Excel Export with Large Data Sets

Microsoft Excel is a great tool if you need to extract a larger set of your invoices. For example, you may want to export all invoices with the status “transferred” for the 1st quarter.

Here’s how you do it:

• Go to the search function in eye-share Workflow and select the invoices you want to export.
• If you have selected a large number of invoices in your search, you may experience that you cannot mark all the invoices in the list. In that case, you will receive an error message saying: “Maximum number 5000 is selected in the list.”
• This means that the invoices that exceed the maximum number in the search are not automatically checked as selected and therefore not exported. So, you cannot perform functions on more than 5000 at once.

Do not despair. There is another solution that allows you to export all the invoices you want.

Here’s how you do it:

• You can always perform an Excel export, which includes all the invoices that are part of your search, whether the invoices are selected or not.
• Instead, select “Excel export” in the left sidebar menu in eye-share.
• In the box that appears, and as shown below in the image, you can check the option “Export all” under the “Include” tab.
• You will then receive an Excel export of all the invoices from your search, regardless of how many invoices were selected in the list for the search.

Be aware that when there are many documents to export, this operation may take some time. So, be patient and let the export finish completely. It may also be wise to consider the time of day when making such a large data extraction and adjust accordingly.

We hope this Excel export tips was useful.

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