Item Authoring > About Item Search > Exporting items to Excel from the Item Search screen

Exporting items to Excel from the Item Search screen

IMPORTANT: You must have the Item Search Export permission to export items to Excel from the Item Search screen. For more information, read About roles and permissions.

You can export items to Excel from the Item Search screen.

This article explains how to export items to Excel from the Item Search screen.

1. Search for your items

Search for your items in the Item Search screen. For more information, read Searching for items with Item Search.

2. Choose your items

Select the items you want to export.

Select the checkbox in the header row to open the Select All Options menu. You can select all items on the current page (Select all items on this page) or select all items across all pages (Select all items across all pages).

3. Select Export to Excel

Select Export to Excel.

4. Choose data to include

By default, all data is included in the export for the selected items (‘Include all data‘). To choose specific data, select Include selected data.

Select the headings or use the navigation arrows to choose between the available data groupings.

Expand the following section and refer to the tables for information on each option.

Item Content

Data	Description
Identifier	Choose between Item ID, Item Name, or Both (also includes item set IDs and names).
Answer Options	The item’s answer options, in HTML format.
Correct Answer	The item’s correct answer.
Mark	The item’s total mark.
Question Stem	The item’s question stem content, in HTML format.
Question Type	The item’s question type.
Randomise Responses	Whether the item’s answer options are randomised (Multiple Choice, Multiple Response, and Either/Or item types).
Source Materials	Any source material attached to items, included in a folder within the ZIP and referenced in the spreadsheet.
Subject	The item’s subject.
Tools	Any tools added to the item.
Version	The item’s version number.

Item Attributes

Data	Description
Centre	The centre the item’s subject is in.
General Feedback	Any candidate feedback added to the item, in HTML format.
Item Owner	The first and last name of the item owner.
Item Set	If the item is in an item set, the name of the item set.
Item Set ID	The item set’s unique identifier.
Lists	Any item lists the item is in.
Marking Type	The item’s marking type.
Media	Any media material attached to items, included in a folder within the ZIP and referenced in the spreadsheet.
Shared	Whether the item has been shared with a subject master list.
Status	The item’s workflow status.

Custom Item Attributes

Data	Description
Citations	Any citations added to the item.
CQT Name	The Custom Question Type package.
CQT Version	The Custom Question Type package’s version number.
Created At	The date the item was created.
Created By	The first and last name of the user who created the item.
Enemy Items	The unique identifiers of any items the item has a test form-level enemy relationship with.
Item Purpose	The item’s person.
Last Edited At	The date the item was last edited.
Last Edited By	The first and last name of the user who last edited the item.
Section Enemy Items	The unique identifiers of any items the item has a section-level enemy relationship with.

Tag Configuration

There are three ways you can control the tags included in the export:

Include All Tags exports all tags.
Customise Tags lets you specify which tag groups (and all their associated tag values) are exported.
Omit All Tags exports no tags.

5. Confirm your export

Select Export to Excel.

NOTE: Your export is added to a queue. Completion time may vary depending on its position in the queue and the amount of data, please allow up to one hour for large exports.

TIP: You can export up to 1000 items at once, but we recommend keeping exports to 500 items or fewer for best performance. If you need to export more than 500 items, divide your search results into smaller groups, add each group to a separate item list, and export them individually from the Item Lists screen.

6. Download your export

You will receive an email once your export is complete, containing a link to download a ZIP file. The exported information is in an XLSX file within the ZIP, along with a folder containing any media. The link is valid for 7 days.