What's in the FlexRep Export File?

The FlexRep program gives you the ability to export data to a text file, which can then be used in office applications outside of Voter Focus or given to candidates who request information on voters.

This topic lists the data fields included in the standard FlexRep export file; that is, the file created when the Output Option on the FlexRep dialog is one of the following selections:

  • Text File without Voting History

  • Text File with Voting History

  • Text File export for Commercial Printer

Note:  The file layout described here does not apply to the output option called Simplified Export for Commercial Printer. This output option is typically used to export a list of voters to the Pitney Bowes Relia-Vote system for sample ballot runs, but can be used by any county wanting a more simple export file than the standard FlexRep export described here.

The FlexRep export file is a comma delimited text file, meaning that each field is separated by a comma. Each data field retrieved from voter records is enclosed in double-quotes ("). If there is no data available for a field (say, the voter's address does not have an apartment number), you will see a set of empty double-quotes followed by a comma, like this:

"",

The file can be imported into a variety of office applications, such as Microsoft Excel, Word, and Access. Consult the application documentation for instructions on using the file for your needs.

Field

Length

Description

"VoterID"

10

Unique voter registration ID number.

"Voter_Name"

55

Last name, name suffix (SR, JR, III, etc.) first name, middle initial.

"Last_Name"

25

Last name.

"First_Name"

20

First name.

"Middle_Name"

20

Middle name.

"Name_Style"

4

Name suffix (SR, JR, III, etc.).

"Formatted_Address"

81

First line of the voter's mailing address. If the voter provided no mailing address, this field contains the first line of the residential address.

The address is formatted on one line using the street number, street number suffix, street direction, street name, street type, street direction suffix, apartment number. For example:

      2345A S MONROE ST 67B

...where A is the street number suffix, S is the street direction, and 67B is the apartment number.

For streets with a direction suffix, the address might be:

      4234B SHAMROCK RD E

Note:  The formatted-address fields (that is, "Formatted_Address," "City_State," and "Zip_Country") always contain the mailing or residential address, as described above, regardless of the selection in the Address Selection box on the FlexRep dialog.

"City_State"

40

City and state of address used in Formatted_Address.

"Zip_Country"

40

Zip/postal code and/or country of the address used in Formatted_Address.

"Residence_Address"

81

Street address line of residential address.

"Street_Number"

8

Street number of residence address.

"Street_Number_Suffix"

2

Street number suffix of residence address.

"Street_Dir"

2

Street direction of residence address.

"Street_Name"

30

Street name of residence address.

"Street_Type"

4

Street type of residence address.

"Street_Dir_Suffix"

2

Street direction suffix of residence address.

"Unit_Type"

5

The type of unit, such as APT or BLDG.

"Apartment_Number"

15

Apartment number of residence address.

"Zip_Code"

12

Zip code of residence address.

"City_Name"

20

City name of residence address.

"Mailing_Address_1"

40

The first line of the voter address, not necessarily the voter's mailing address. The address used here depends on the option selected in the Data Source field on the FlexRep dialog.

  • If the Data Source option is Voter List, this field contains the mailing address. If the voter record has no mailing address, the residential address is used instead.

  • If the Data Source option is Vote By Mail/Early Voting, the field contains the first one of these addresses found in the voter record, beginning with the Ballot Address for this Election:

    • The Ballot Address for this Election
    • The Default Ballot Address
    • The mailing address
    • The residential address

"Mailing_Address_2"

40

Second line of the address used in Mailing_Address_1.

"Mailing_Address_3"

40

Third line of the address used in Mailing_Address_1. If the address does not have an entry in Line 3, the city, state and zip are consolidated in this field.

"Mailing_Address_4"

40

If voter's address used in Mailing_Address_1. has a value in the Country field, the value is inserted in this field.

"Mailing_City"

25

City of the address used in Mailing_Address_1.

"Mailing_State"

2

State of the address used in Mailing_Address_1.

"Mailing_Zip"

12

Zip or postal code of the address used in Mailing_Address_1.

"Mailing_Country"

25

Country of the address used in Mailing_Address_1.

"Race"

1

1—American Indian/Alaskan

2—Asian or Pacific Islander

3—Black, not Hispanic

4—Hispanic

5—White, not Hispanic

6—Other

7—Multi-Racial

9—Unknown

"Sex"

1

M—Male

F—Female

U—Unknown

"Birth_Date"

11

Date of voter's birth in MM/DD/YYYY format.

"Registration_Date"

11

Date voter registered to vote in MM/DD/YYYY format.

"Congressional_District"

2

Voter's US Congressional .district

"Party"

3

Voter's political party affiliation; for example, DEM = Democrat, REP = Republican, NPA = No Party Affiliation.

"Precinct"

5

Voter's precinct.

"House_District"

2

Voter's Florida House district.

"Senate_District"

2

Voter's Florida Senate district.

"Commission_District"

2

Voter's county commission district.

"School_Board_District"

2

Voter's school board district.

"Assistance_Required"

1

Y—Assistance required to vote

N—Assistance not required

"Mailing_Address_Flag"

1

Set to Y if the voter has a mailing address.

"City_Code"

2

City code if voter resides within a city.

"City_Ward"

3

City ward or city precinct.

"Telephone_Number"

13

Voter's telephone number with area code.

"Voter Status"

3

Voter's registration status. Corresponding FVRS status codes will also appear in this field.

ACT—Active

ADM—Archived

DEN—Denial

INA—Inactive

INC—Incomplete

PEN—Pending

PRE—Pre-registered minor (17 yr)

REM—Removed

Sample_Ballots_By_Email

 1

Y—If the voter has elected to receive their sample ballots by email.

N—If the voter did not.

"Precinct_Name"

35

Polling place name. This value appears in the export file only when the Output Option is Text File for Commercial Printer.

Precinct_Location

40

Polling place location. This value appears in the export file only when the Output Option is Text File for Commercial Printer.

Ballot Style

5

Ballot style. This value appears in the export file only when the Output Option is Text File for Commercial Printer. Any data source can be selected to get this information.

Polling_Place CityStZip

 

City, state, and 9-digit zip code of the voter's normal polling place.

Public_Email_Address

 100

Voter's email address provided on their voter registration form, if such an address is present on the Maint tab in their record.

Note:  Email addresses from the Maint tab are public record.

Vote_by_Mail_Email_Address

100

Voter's email address provided as part of a mail ballot request, if such address is present on theVote-By-Mail tab in their record.

Note:  Email addresses provided as part of a mail ballot request are not public record, so be sure to consider whether the recipient has a right to obtain this information before you release a file or document containing this information.

20 voting-history fields

1

Appears in export file only when the Output Option is Text File with Voting History. Consists of 20 voting-history fields, each with a field header containing the election name and date. For example:

General_ElectionNov42024

The following codes are used in the voting history fields to specify whether and how the voter voted.
Y—         Voted at the polls
Z—         Voted at the polls by provisional ballot (ballot was accepted)
N—         Did not vote
A—Voted absentee (includes referred ballots that were accepted)
B—Absentee ballot not counted (rejected)
P—Provisional ballot rejected by Canvassing Board
X—Ineligible to vote
E—         Early voted
F—Early voted by provisional ballot (ballot was accepted)
<blank>—Not registered at the time of the election or information not available
Note:  In elections prior to 2006, the codes B and P were not used. B was included in Y and P was included in N. Early voting began in 2004; the first election in which you will see the code E is the 2004 General Election.

The codes F and Z were introduced in early 2010 to represent provisional ballots marked at early voting sites and the polls, respectively, which were later accepted. Prior to implementation of these two codes, accepted provisional ballots were included in codes Y (for provisional ballots at the polls) and E (provisional ballots at early voting).