Exporting data is a key feature for users who rely on the platform as a source of information for analysis and reporting, using business intelligence tools like Power BI and Tableau. To ensure optimal performance when processing and downloading files, it’s important to schedule the reports you’ll need in advance.
In this article, you’ll learn:
How to export a report
To export any data from the platform, the user must have the appropriate permission (Access Data Export) enabled in their profile. To check this, go to the Gear Menu 👉 Users and search for the collaborator’s name. Once the permission is granted, the user can navigate to the Hamburger Menu 👉 Export Data.
You can export reports in six blocks, each containing the following types of information:
Idea Data: Includes the content of submitted ideas, approval history, earnings from ideas, pending evaluations, submitted and received technical advices, classification criteria, registered topics, campaign listings, and user-submitted reports.
User Data: Includes a list of registered departments, users, and access logs of platform users.
Gamification and Rewards: Includes total points per user, total coins per user, and a detailed transaction history of coins for each user.
Interactions: Includes AI-suggested, created, and favorited connections, ideas linked to each connection, favorited and shared ideas, and ideas with participation requests.
Project Export: Includes projects within each portfolio, project movement history, tasks within each project, and form field data submitted in each step.
Strategy Data: Includes a list of Workspaces, Objectives and their associated Workspaces, Key Results, and tasks imported from the Initiatives Center.
To start exporting data, simply select one of the report blocks and click on “Request”.
For each report block, you can apply specific filters to narrow down the information in the generated spreadsheet. Just click the filter icon next to the “Request” button. Each data block has its own set of filters depending on the type of data it contains.
| Note: For the Idea and User Access and Engagement reports, you must select a start date if you want data from previous years. This requirement was added to improve performance, as these reports contain a large volume of data and were prone to loading errors. |
Once you click the “Request” button, you’ll be redirected to the History of Requests screen, where you can track the processing status of the report until it’s ready for download.
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If you're downloading only selected reports or data blocks, the file should be ready within 5 minutes in the Request History. An individual Excel file will be generated for each report.
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If you're downloading all data at once, whether scheduled or not, the file will be available at 12:00 AM on the selected day in the History of Requests. In this case, a single Excel file will contain all reports.
How to schedule a report for download
You can only schedule a report download if you're exporting all data from the platform. To do this, go to the “Export All Data” section and click “Schedule Processing”.
You’ll need to choose how often the report should be generated:
| Note: Currently, only one report configuration can be selected per scheduled task. If you want to set up multiple scheduled reports with different frequencies or time periods, simply repeat the scheduling process for each case. |
You’ll also need to define the data period to be covered (starting from the date you schedule it).
Now, click the “Schedule” button to confirm the scheduling and track the report’s processing status.
Finally, click the “Request” button to save and confirm all the scheduling details. 👇
And that’s it! 🚀
How to check your download history
On the Request History page, you’ll find a list of all the files requested and downloaded under your user account. Each file includes the filename, applied filters, processing date, current status, and options to download or delete the file.
The possible processing statuses are:
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Processing – The file is currently being generated.
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Processing Error – There was an issue and the file could not be generated.
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Completed – The file is ready for download.
If a file fails to process, click the clock icon to restart the process.
Successfully processed files will trigger a notification in the platform’s notification bell and will remain available for download indefinitely, unless manually deleted by clicking the trash icon.