Download Data from SAP Using a Query

The steps below explain how to create a query and download data from SAP into an Excel file.

Create a Query

Download Data

Create a Query

  1. On the Home page, select Download Data from SAP or go to the Data page and click Download Data from SAP.
  2. If this is your first query, click Refresh Dictionary in the Commands pane. This step ensures that you have the most recent table and data type information loaded before you create a query. Note that the Refresh Dictionary icon is enabled only for users with Edit or Create permissions.
  3. The SAP GUI application typically asks for permission at several points during this process. Click Allow in the SAP GUI dialogs, or change the Security Settings in your SAP GUI configuration to avoid the dialogs.
    NOTE: It is possible that the SAP GUI pop-up is displayed behind the Data Workbench window, and therefore not visible. If the Data Workbench seems to be slow in responding, use ALT-TAB to check in there is a hidden windows waiting for input.
  4. Once the dictionary has completed refreshing, click New Query in the Commands pane.
  5. Enter a name for the new query.
  6. In the Query Designer, select one or more tables containing the data you want to download from the Tree View.
    NOTE: You can toggle between SAP short names and long names using the button below the Tree View.
    Tables are displayed in the Query Workspace.
  7. For each table, select the fields to include in the query by clicking in the checkbox next to the field name.
    Each field is displayed in the Selection Criteria Workspace.
  8. To filter data further, edit the fields in the Selection Criteria Workspace.
  9. All fields have the output column checked by default to allow the field to appear in downloaded data. To exclude a field from the data output, click in the Output checkbox to remove the checkmark. For unchecked fields, the field is used to select data, but the field values do not appear in the output.
  10. In the Sort Order field, optionally set a sort order to Ascending or Descending.
  11. Optionally modify the sort priority by editing the value in the Sort Precedence field.
  12. Optionally use the Criteria and Or fields to build a filter for the data.
  13. Click on the Legend pane at the far right of the Query Designer to see examples of the syntax required in the Criteria and Or fields.
  14. Enter one expression per criteria field using the exact syntax shown. Data Workbench takes care of formatting the syntax and joining expressions using the logical OR operator.
  15. To test the data download prior to running a full download, click Preview. You will be asked to save the query before continuing.

Download Data

  1. To perform a download, either:
    • From the Query Designer click Download.
    • or, click Save to the query and exit the Query Designer, then click Download in the Commands pane.
  2. To view saved queries, make sure that you have selected All Queries in the Tag Pane. You can assign a query to a tag by dragging and dropping the query on the tag.
  3. After clicking Download, you can limit the number of records downloaded by setting values in the Query Limits dialog.
  4. Set an Excel file name when requested.

The Excel file is opened automatically when the download is complete.