Using Excel to put tags into columns

When you export data from RealtimeCRM you get a column for each field, including any custom fields that you create. However, you may notice that the field that is used for Tags contains all tags separated by commas; there is not a column for each tag. This article helps you to Excel to create a sheet which has a column for each tag.

Separating your Tags into columns

  • Begin by exporting the required data from RealtimeCRM, following these export instructions if necessary.
  • Once downloaded, open the file in MS Excel.
  • Locate the Tags column. As an example, if you’re downloading Company data then it will appear in column M. Here’s an example:
  • Next, you need to create a new column to the right for each tag that you want to separate out. In the example above we have 5 different tags so we’ll create 5 new columns N to R. Note that you don’t have to create a column for every tag, just those that you are interested in.
  • With that done, in the first row of your data enter the name of the tag(s) that you want to show in each column. Here’s what our example look like now:
  • Now we need to enter a formula into Excel. Type the following into the second row beneath the title of the first tag (N2 in our example above): =IF(ISERROR(FIND(N$1,$M2)),0,1)
  • Note that in the example above I’ve asked it to return a 0 for false (the tag is not in that record) and 1 for true (the tag appears in that record). So for instance does N1= “Customer” appear in field M2. It obviously does so should return a value of 1 for true. You can use any values that you like, just swap them in the above formula and remember to use “quotation marks” if you want it to return any text.
  • Copy the formula across to all of the columns that you’ve created for your tags and downwards to cover all of the records that you have exported.