Bulk Export

To export on mass from the system, navigate to Admin Tools > Access Management > Service Users and select the Export icon near the top of the page, this will present the export wizard.

Scope

The first screen within the wizard is the ‘scope’ screen. Here a user can select which centre of care to select service users from. E.g. should an export be required of all service users with CAMHS involvements, the select all CAMHS centres of care from the list.

Then select an ‘Involvement status’ to filter the centres of care based on whether they are open, closed or any.

A user can also decide whether to include service users that do not have an involvement. Tick the check box to include these in the list of service users on the next page.

Please note: if you select to include service users that don’t have an involvement, they will not automatically be included in the export unless they are selected on the “who” screen

Click ‘Next’ to select service users to export

Who

The next screen will populate a list of service users based on the criteria that was selected on the previous ‘scope’ screen.

Use the checkboxes by ticking next to each service user’s name to include them in the export.

To help with selecting the required service users, there is a ‘select all/deselect all’ button and also a filter box which can be used to find specific service users.

Once you have selected the appropriate service user(s), click ‘next’.

What

Once the service users have been selected select which data points are required.

  • Care Partner currently exports the following information:
  • Service user details - this is both ‘personal details’ and ‘other personal details’
  • Activities - Activity records, assessments, contact records and accompanying key item reviews.
  • Diagnoses - Both current and historical and Primary, related, unrelated and provisional.

  • Contacts - Personal and Professional.

    Once you have selected the appropriate data, click ‘next’.

Finalise

The final step is to finalise the export. Use the ‘export name’ field to enter a filename that the export will be saved as. E.g. All CAMHS service user data.

Notifications will appear in the bottom right hand corner of the screen informing the user that the export is being created (blue) and that the export is complete (green). Depending on the amount of data within the record, the time for this will vary. Users can continue to navigate to various screens within Care Partner and the export will continue in the background.

The bell icon in the top right of the screen will animate and change to an orange colour once the export is ready to download. Click the bell notification to display available exports. Click on the export to download.

If you have been explicitly denied access to any service user records through the Sensitive Data functionality, you will be prevented from exporting these records. The sensitive form will be recorded on the ‘Export Overview’ spreadsheet which accompanies the export, detailing what is missing. If sensitive forms are required for the export, a user with sufficient access should export these separately.

Export contents

The export will usually download to the user’s Windows Downloads folder unless local configuration overrides this. The export will initially be a compressed zip folder. This will be named using the same name which the user entered in the ‘finalise’ step. Within the zip folder should be a sub folders for each service user. Nested within the service user’s folder there will be various files and folders depending on what data the user chose to export. An example of a full record export is below: