User Guide - Order Export

🎯 Introduction

This guide will help you export your orders from Sistrack efficiently. There are two main export methods, each designed for different needs.

📋 Export Methods

Method 1: Direct Export (From the List)

This option is ideal when you need to export specific orders you’ve already identified in the list.

Steps:

1. Go to the order list

   • Access Orders from the main menu
   • You’ll see the table with all your orders

2. Select the orders to export

   • Check the box at the start of each row
   • You can select multiple orders
   • Use the header checkbox to select all visible ones

3. Start the export

   • Once orders are selected, the Bulk Actions panel will appear
   • Click “Export to Excel”
   • The file will download automatically

Advantages:

• ✅ Instant download
• ✅ Visual order selection
• ✅ Ideal for small exports

Limitations:

• ⚠️ Only exports manually selected orders
• ⚠️ Maximum based on current pagination

Method 2: Bulk Export (With Filters)

This option is perfect for exporting large volumes of data based on specific criteria.

Steps:

1. Access the export tool

   • Go to Orders → Export to Excel (button in the top corner)

2. Configure the filters

   📅 Date Range (Required)

   • Start date: Select from when to export
   • End date: Until when to export
   • ⚠️ Maximum 90-day range

   📦 Order Status (Optional)

   • Select a specific status
   • Leave as “All statuses” to include everything

   👤 Additional Filters (Based on your permissions)

   • Created by: Filter by creating user (Admin/Manager only)
   • Courier: Filter by assigned courier (Admin/Manager only)

3. Start the process

   • Click “Export orders”
   • You’ll see a confirmation message
   • The system will process your request in the background

4. Receive the file

   • You’ll get an email when it’s ready
   • The email will include a download link
   • The link is valid for 24 hours

Advantages:

• ✅ Export large volumes
• ✅ Advanced filters
• ✅ Doesn’t block your browser
• ✅ Optimized processing

Limitations:

• ⚠️ Requires waiting for processing
• ⚠️ Maximum 90 days per export

🔒 Permissions and Restrictions

For Client-type users:

You can export:

• ✅ Your own orders
• ✅ Filter by date
• ✅ Filter by status

You CANNOT:

• ❌ Export other users’ orders
• ❌ Filter by creator
• ❌ Filter by courier

For Admin/Manager-type users:

You can export:

• ✅ All orders in the system
• ✅ Filter by any criterion
• ✅ See all users’ orders
• ✅ Generate full reports

📊 Excel File Content

The exported file includes the following columns (updated April 2026):

COD vs. Declared Value: these two columns (14 and 15) are deliberately kept separate because they mean different things. Declared Value is the value of the goods for insurance or customs purposes and is never charged. COD is the money the courier physically collects from the recipient upon delivery. An order can have Declared Value without COD, COD without Declared Value, both, or neither.

💡 Tips and Best Practices

For Efficient Exports:

1. Use specific date ranges

   • Avoid exporting “the whole year”
   • Split into monthly periods if you need a lot of data

2. Apply filters whenever possible

   • Reduces data volume
   • Speeds up processing

3. Plan large exports

   • Do them during lower-activity hours
   • The system will notify you when it’s ready

4. Check your email

   • Make sure your email is up to date
   • Check your spam folder if you don’t get the notification

Common Use Cases:

📈 Monthly Report

1. Use bulk export
2. Select the first and last day of the month
3. Leave “All statuses”
4. Export and analyze in Excel

🔍 Specific Order Audit

1. Use the list with filters
2. Find the orders you need
3. Select them manually
4. Export directly

💼 Customer Report

1. Use bulk export
2. Filter by the requested period
3. If you’re an Admin, filter by the customer’s user
4. Export and share the file

❓ Frequently Asked Questions

Why can’t I export more than 90 days?

For performance reasons and to ensure the process completes successfully. If you need more data, run multiple exports.

How long does a bulk export take?

Depends on the data volume:

• < 1,000 orders: 1-2 minutes
• 1,000-10,000 orders: 2-5 minutes

• 10,000 orders: 5-15 minutes

Why didn’t I receive the email?

1. Check your spam folder
2. Confirm your email is correct on your profile
3. Wait at least 15 minutes
4. If it persists, contact support

Can I schedule automatic exports?

Not currently, but you can set up reminders to do it manually on a regular basis.

Does the file include sensitive information?

The file only includes information you have access to based on your permissions. Sensitive data like passwords is never exported.

What do I do if the file is corrupted?

1. Try downloading it again
2. Check that you have Excel or compatible software
3. If it persists, request a new export

🆘 Support

If you run into problems with the export:

1. Check your permissions - Make sure your role includes order export
2. Review the filters - Confirm the date range is valid
3. Contact support - Provide:
   • Date and time of the attempt
   • Filters used
   • Error message (if any)
   • Your user role

🔄 Recent Updates

• v2.1: Added courier filter
• v2.0: Implemented asynchronous export
• v1.5: 90-day limit per export
• v1.0: Direct export from the list

This documentation is updated regularly. Last reviewed: January 2025