Exporting a report allows you to download the results for use outside Administrate. Exports are typically used for further analysis, sharing with stakeholders, or maintaining records.
The exported file reflects the current report configuration, including the selected entity, filters, output columns, grouping, and ordering.
Exports are a snapshot of the report results at the time the report is run. If the report configuration changes, the exported results will also change.
When to export a report
- when analyzing report data in spreadsheet software
- when sharing results with colleagues outside Administrate
- when archiving report results for record-keeping
- when performing additional calculations or analysis
How exports work
Exported data is generated directly from the report results currently displayed. This means:
- only records returned by the report are included
- only selected output columns appear in the file
- grouping and ordering affect how the data is structured
Before exporting, save any changes you have made to the report.
Before exporting a report
- confirm the report filters return the correct records
- confirm the output columns include the required information
- ensure grouping and ordering produce a usable structure
- save changes before exporting
Export options
Available export options may vary depending on your report and configuration. Common options include:
- CSV — useful for spreadsheets and importing into other tools
- Excel — useful for spreadsheet-based review and analysis
- DMS — useful when saving the output into your document management structure, where supported
Some exports also allow you to choose whether to export the Full results or a Summary view.
- Full exports the report rows
- Summary exports summarized report information where available
Export report results
- Open the report
Navigate to Reports and open the report you want to export. - Run the report
Execute the report to confirm the results match your expectations. - Save changes
If you have edited the report, click Save Changes before exporting. - Select Export
Use the export option within the report interface to generate a downloadable file. - Choose the format
Select the available format you want to use, such as CSV or Excel. - Choose export scope
Select Full or Summary if prompted. - Download the file
Download the exported file. - Open and review
Open the file in your preferred spreadsheet or analysis tool and verify the data.
Tips for working with exported reports
- export only the fields necessary for your analysis
- avoid exporting very large result sets when additional filtering would be more effective
- verify the exported data matches the report results shown in Administrate
- save the report before exporting if you have made edits
Common issues
Exported data appears incomplete
Review the report filters and output columns to confirm the correct records and fields are included.
The report contains too much data
Add additional filter conditions to narrow the dataset before exporting.
Why am I seeing “414 Request-URI Too Large” when exporting?
You may encounter this error if you try to export or download a report that contains unsaved edits.
To avoid this error, click Save Changes first, then try exporting again.
Next steps
- Understand how report data is structured: Reporting Engine entities
- Refine which records appear: Edit report filters (Filter Conditions)