To define the layout format of a data element:You use the Layout Definition window to define the data elements, records, and format of the records that are extracted by your extract definition.
Your extract layout definition consists of the data elements to include in the extract, the record layout that controls the records that appear in the header, footer, and detail areas of your extract, and the file layout that defines the records to include in the extract.
See: Extract Layout
You use the Data Elements tabbed region to select the data elements to include in an extract and to define the layout format of each data element.
To define the layout format of a data element:Enter the Name of the data element you are defining.
Select the data Type of the data element.
Note: Depending on the data type you select, the system presents different formatting options for that data element.
Enter an XML tag name if you output the system extract file in XML format.
Note: The XML tag name defaults to the name you assign the record. When you define the Extract Definition, you can choose to extract a text file or an XML file.
If you select the Field data element type, enter values for several parameters. Field data elements are most often data extracted from a database field, but can also include common header and trailer totals, subheader elements for non-person data, dates, and other filler information. You cannot update the list of fields delivered with the system.
Select the Field.
For numbers, dates, phone numbers, and national identifiers, select a Format Mask that formats the results of the value. For example, you can set the capitalization of all extracted records to Uppercase, Lowercase, or Initial Capitals.
Select the Justification, left or right. The default justification is left justified. For data elements with a number value, you typically select right justified.
Enter a value or character string to use when the value for the data element is null in the When Null Use field.
Enter the maximum number of characters to include in this data element in the Max Length field.
Note: You can include a maximum of 300 elements in a record. To add more than 300 elements to a record, select the Extract Record Continuation (Links Two Records Together) element. You can only use this element for detail records. If you add this element as the last element to any record, the Extract Write Process appends the next record to the same line.
Enter values for the following parameters if you select the Decoded Field data element type. Decoded Fields enable you to display a value that differs from its value in the database.
Select the Field.
Select a value in the If Value Is field that, when met, requires a substitute value (example: M or S).
Enter the substitute value in the Replace With field (example: Married or Single).
Enter a value in the Other Values field to use when the decoded value is either null or undefined (example: Marital Status Unknown).
Note: If a list of values exists, you must use one of its values. Otherwise, you can enter the text yourself.
Enter values for the following parameters if you select the Record Calculation data element type. As a prerequisite, you must first define the corresponding record layout and the elements in the record layout.
Select a calculation Function, such as Add.
Select the Record Name of the layout in which you are including the calculated data element.
Select the Format Mask.
Select the Justification, either left or right.
Enter a Sequence number for the first data element in the calculation.
Select the first Data Element Name in the calculation.
Select the remaining data elements in the calculation, entering a sequence number for each element.
Enter a character string in the Value field if you select the String data element type.
Enter values for the following parameters if you select the Total data element type:
Select the totaling function, either count or sum (if sum, the data element must be numeric).
If the function is Count, select a record but no data element.
If the function is Sum, select a record and a data element.
Select the Format Mask.
Select the Justification, either left or right.
Select a Rule to define a data element if the standard data element types do not meet your criteria. The rules are formulas created in Fast Formula.
Save your work.
You use the Record Layout tabbed region to define the header, sub header, detail, trailer, and sub trailer portions of your data extract.
To define the record layout of a system extract:Enter a Name for the record layout definition.
Select the record layout Type.
The Repeating Level field is populated based on the lowest level in the extract hierarchy from which data elements are selected for this record. This is a read-only field.
Enter an XML tag name if you output the system extract file in XML format.
Note: The XML tag name defaults to the name you assign the record. When you define the Extract Definition, you can choose to extract a text file or an XML file.
Enter the Seq (sequence) number in which this data element displays in the extract report.
Note: Sequence numbers must be unique. They must start at 1 and be between 1 and 300. It is recommended that you do not leave any gaps in your record sequence.
Select a data element in the Data Element Name field.
Note: You can include a maximum of 300 elements in a record. To add more than 300 elements to a record, select the Extract Record Continuation (Links Two Records Together) element. You can only use this element for detail records. If you add this element as the last element to any record, the Extract Write Process appends the next record to the same line.
Enter a Start Position number for this record if you are defining a fixed layout format.
Note: If the data element is hidden do not include a start position.
Enter a Delimiter (such as an asterisk or a comma) that separates the fields of this data element if you are defining a variable layout format.
Note: If the data element is hidden do not include a delimiter
Check the Required field if this data element must be included in the extract record.
Note: If a required data element is missing, the result excludes the record, which appears in the error log during the extract process.
To define conditions (enrollment results with a status of Void, for example) for excluding a data element from the record layout, select Advanced Conditions and follow the instructions in To define the conditions of inclusions for an extract layout below.
Save your work.
You use the File Layout tabbed region to define the sequence in which the records in this extract display and any conditions that must exist for a record to be included in the extract.
To define the file layout of a system extract:Enter a Name for the file layout definition.
Enter an XML tag name if you output the system extract file in XML format.
Note: The XML tag name defaults to the name you assign the record. When you define the Extract Definition, you can choose to extract a text file or an XML file.
Enter the Seq (sequence) number in which the extracted records display.
Select a record that you have defined in the Record Name field.
Check Prevent Duplicates to prevent the production of duplicate records for the same record and person.
Check Required if this record must be included in the file layout.
Attention: If a required record is missing, the extract excludes the person from its output.
Check Hide to hide a record from an extract file when you run the write process.
Note: Hidden data elements appear in the extract result after you run the extract process, but are hidden when you initiate the extract write process.
Choose the Sort button to define a data element sort order for this file layout definition.
To exclude a record or group of records from the layout, select Advanced Conditions and follow the instructions in To define the conditions of inclusions for an extract layout below.
Click Grouping to select the key data element by which to order the extract results.
If you group data elements, you must do so based on a Sub Header element.
Repeat steps 3-7 for each record in your file layout definition.
Save your work.
To define the sort order of the data elements in a record:You can use the Sort window to define up to four levels of sorting for each record in a file layout. You can sort by any data element included in a record.
For extracts with multiple records, the sorting criteria defined for the record with the highest sequence number are inherited by records with lower sequence numbers unless you define a separate sort order for a record with a lower sequence number.
Select the record in the File Layout window for which you are defining the data element sort order.
Note: Selecting a record limits the data elements by which you can sort to the data elements contained in that record. You can sort by a data element that you do not want to display in a record by adding that data element to the record and checking the Hide field.
Choose the Sort button to display the Sort window.
Select the primary data element by which you want to sort the record in the First Sort field.
Select the second data element by which you want to sort the record in the Second Sort field.
You can further sort the record by selecting data elements in the Third and Fourth Sort fields.
Save your work.
You use the Record Layout Advanced Conditions window or the File Layout Advanced Conditions window to define the conditions that must exist for a data element to be included in a record or for a record to be included in a file.
Note: Conditional inclusion is based on a text comparison of a data element value with a value you supply or with another data element. Before creating an extract, you should test your conditional inclusion criteria for accuracy on a small number of records.
To define the conditions of inclusions for an extract layout:From the Layout Definition window, do one of the following:
Choose the Record Layout tabbed region. Enter or query a record for which you are defining conditional inclusion criteria.
Choose the File Layout tabbed region. Enter or query a file for which you are defining conditional inclusion criteria.
Choose Advanced Conditions.
Enter the Seq (sequence) number in which the application checks for this condition.
Select a Data Element Name from the list of data elements in this layout definition.
Select an Operator based on your conditions of inclusion for this data element.
Enter a Value for the data element.
When you click into the Value field, a sample entry appears based on the operator you selected. Substitute your data element value for the sample value. For example, if you select an operator of Equals (=), enter the exact value surrounded by single quotation marks.
Alternatively, you can select another data element from the list of values. You can compare the two elements using the operators = , <> (not equal to), > , < , >=, or <= .
Select a value of either And or Or if your inclusion criteria contains more than one data element value.
Select an Action that excludes the record based on whether the conditions of inclusion are true or false.
Save your work.