Actions

The Actions tab controls what happens to records that pass the filters.

Export flows use Export Data to create a file from the filtered results.

Export Data

Use Export Data when the flow should create a file from the filtered results.

CSV is the default export format unless you change it.

The main export settings are:

• Action Type: shows that this flow exports data
• File Format: choose the output format such as CSV, JSON, or XML
• File Name: enter the file name without the extension
• Append date time to file name: adds the current date and time to the file name and you can choose the date format. The appended datetime uses the timezone set on the flow
• Separate file per object: creates a separate file for each object
• Max objects per file: splits the export into multiple files with a set number of rows per file
• Add header row: available for CSV exports to determine if there should be a header row
• Do not email/upload if file is empty: skips delivery when there are no records that pass the filters
• Zip file(s): compresses the exported file or files before delivery

After you choose your export fields, you can also use Sorting and Summary to control row order and add a final summary row.

If you enable Separate file per object or Max objects per file, the flow can produce multiple files instead of one combined file.

If Do not email/upload if file is empty is left off, the flow can still complete even when no rows matched the filters.

File Delivery

Export flows also show a File Delivery section.

The standard delivery methods are:

• Send as email attachment
• Upload to FTP

Some Flow accounts also have early access to Upload to Google Sheets for CSV exports.

If you choose Send as email attachment, the export will be emailed to the addresses set in Settings and Notifications.

Export emails can also use custom subject lines, body content, merge tags, inline export tables, and reusable signatures. For details, see Email Customisation.

If you choose Upload to FTP, additional settings appear:

• File Upload FTP Connection
• File Upload FTP Folder Path
• Overwrite files which already exist
• Create folder with datetime
• Datetime format for folder name

For details on setting up FTP connections, see FTP Connections.

For details on Google Sheets delivery, see Google Sheets Exports.

Field Rows

In export flows, the field list is shown as Fields.

You can:

• use Field Selector to browse fields by data type, select multiple fields, and apply them to the editor
• use Bulk Add to add fields from available data types more quickly
• use Remove All to clear the current list
• add rows one at a time with Add column
• clone, collapse, expand, reorder, or remove individual rows

tip

Collapse all the rows to make it easier to drag and drop the fields for sorting without extra scrolling

For details on browsing fields, editing export column titles, adding custom export fields, and previewing export output, see Field Selector.

Per-Row Settings

Each row can show different controls depending on the selected field.

Field

Use Field to choose the field the row should work with. You can select the field to export from a searchable drop down.

The data type for the field is shown as a tag so you can easily see where the data for that field comes from. Flow understands how the data types are related to each other so you will see a full list of all available fields here.

You can also choose Custom text field to output your own fixed text as a column.

Action

A row can show an Action so you can adjust the output value before it is written to the export. This does not affect the data in Epos Now, it only transforms it before it is added to the export.

Examples include:

• set
• add or subtract
• add percentage or subtract percentage
• multiply by or divide by
• text case changes
• add prefix or add suffix
• replace text
• date and datetime shifts such as adding days, months, hours, or minutes

The actions shown depend on the selected field type.

Value

After choosing a field and action, Flow shows the matching value input.

This can include:

• a text box
• a textarea
• a number input
• a toggle for true or false values
• a select or multiselect input
• a date picker
• a datetime picker

For some select and multiselect fields, the available options may need to be refreshed before they can be chosen.

Replace Text

If you choose replace text, an additional Replace field appears so you can define the replacement text.

Use the Value from Another Field

Some actions show Use the value from another field.

Enable this when you want the row to use the value from another field instead of entering a fixed value yourself.

This is useful when you want to:

• copy a value directly from one field to another
• use one field as the basis for a calculation
• build output values from existing data

Numeric Rounding

Numeric rows can also show Rounding.

Use this to control how the final numeric result should be rounded after the action has been applied.

This is especially useful for prices, totals, percentages, and other calculated values.

For price fields, we have options for charm pricing to round up/down to the nearest .99 for example.

Export Row Settings

Export rows can show additional settings such as:

• Title: sets the column heading shown in the exported file
• Format: appears for datetime fields so you can choose the output format
• Custom text field: lets you create a fixed-value export column

For example, you could export a field using a different column title, format a datetime for the target system, or add a custom text column that is the same on every row.

Sorting and Summary

After you have chosen your export fields, the Sorting and Summary section lets you control the row order in the finished file and add a final summary row.

This section is available for CSV, JSON, and XML exports.

The main settings are:

• Sort output rows: re-sorts the finished export after all rows have been generated
• Sort rules: choose up to 3 output fields to sort by, in order
• Add summary row: appends one final row after the exported data
• Add separator row before summary: inserts a dashed separator row before the summary row
• Add summary label: shows the calculation name with each summary value, for example 35 (Sum)
• Summary calculations: choose which output fields should show totals, counts, or other summary values in the final row

Sort Rules

When Sort output rows is enabled, use Add sort rule to choose which export columns control the order.

Each sort rule includes:

• Output field: only fields already added to the export in Fields can be used
• Direction: Ascending sorts A to Z and low to high; Descending sorts Z to A and high to low

You can add up to 3 sort rules. Flow applies them in the order shown, so later rules are used to break ties from earlier rules.

Summary Row

When Add summary row is enabled, use Add summary calculation to choose what should appear in the final row.

Each summary calculation includes:

• Output field: the export column the calculation should apply to
• Summary calculation: the calculation to use for that field

The calculations available depend on the field type:

Field type	Available calculations
Numeric fields	Sum, Average, Count, Count distinct, Min, Max
Date or datetime fields	Count, Count distinct, Min, Max
Text and other non-numeric fields	Count, Count distinct
Custom text field	Count, Count distinct

You can add more than one summary calculation for the same field. For example, you could show both the Min and Max date from a date column in the same summary row.

If Add summary label is enabled and more than one calculation is shown in the same column, Flow separates the values with |.

tip

Use a simulation to confirm the row order and summary values look right before activating the flow.

Simulations

We recommend running simulations to make sure the correct records are being targeted and the export output looks right.

Simulation is the safest way to check that:

• the correct rows are being selected
• the field order and titles look right
• the output format is what you expect

For export flows, simulation is a preview to help you validate the setup before activation.

info

Only the first 10 rows will be included in the simulations for exports so that you can review the data. The full list of rows that would have been exported can be seen in the Flow Run Logs.

Next Step

For the full list of field-level actions and rounding options for export output, see Action Reference.