Exporting reports and scheduling export

You can export the results of a report to different formats and schedule the report to export on a recurring basis. You can export tabular reports to spreadsheets, IBM® Engineering Lifecycle Optimization - Publishing (PUB), Microsoft Word, PDF, and HTML files, and also export charts to image files or documents. 

Before you begin

  • To export to a spreadsheet or Microsoft Word document, you must have Microsoft Office version 2013 or later installed. Team members must also have at least version 2013.
  • To export to Engineering Publishing, you must have a licensed copy of Document Studio installed.
  • To generate a document-style report, you must have a licensed copy of IBM Engineering Lifecycle Optimization - Publishing, installed.

About this task

Complete the following steps to export a report and optionally schedule the export to run on a recurring basis:

Procedure

You can export reports from the Reports tab listing or directly from a report while viewing it. Follow these steps to export from the Reports tab listing. 

  1. In the Reports tab listing, select the reports that you want to export. You can export all the reports in a current folder or one or more selected folders, including cases where reports of the same name exist in different folders. Click More actions and then click Export or schedule.
  2. In the dialog that displays, complete the following steps:
    1. Step 1 (Format): Select the output type and related settings. If there are no other required steps, you can click Export to immediately export the report and save it locally. Otherwise, click Next.
      Table 1. Output types and format options for export
      Output types Format
      Microsoft Excel

      You can export static or live data to a spreadsheet.

      • Export Static data
        This option creates a new spreadsheet that contains report data from when the report is exported. This export can be scheduled to run on a recurring basis.
        Note: The number of rows that you can export is limited to 20,000. If your report contains more rows, reduce the number by filtering, or ask your Engineering Lifecycle Management administrator to raise the query result limits for spreadsheets.
      • Export live data

        This option is used to export live report data to a new spreadsheet or an existing spreadsheet that supports live data. This task cannot be scheduled. When you export to an existing spreadsheet, follow the instructions on the last step of the process.

        Note: Creating a new spreadsheet with live data is not supported by Microsoft Excel on Mac OS.
      Document You can export data to multiple document file formats such as Microsoft Word, PDF, and HTML. Depending on the file format, you can select the Layout, Font size, Orientation, and Paper size. Refer to the preview image on the dialog to see how each selection affects the appearance of the exported document. This export can be scheduled to run on a recurring basis. 
      Note:
      • Some document settings do not apply to all file formats. For example, Paper size does not apply to HTML file format. 
      • When Layout is set to List, each artifact is listed in its own paragraph. 
      • Only reports where visualization is set to Graph, have Chart as a Layout option. 
      • If you are unable to adjust the report to the output that you want, use the MS Word format instead of the PDF file format.
      • When you export the report to Microsoft Word or PDF, table and row background colors do not persist.
      Image If the report has its default visualization set to Graph, you can export the graph as an image, in PNG or SVG format. This export can be scheduled to run on a recurring basis.
      Lifecycle Optimization - Publishing You can export to a new or existing Lifecycle Optimization - Publishing document.
      • Create a new document

        When you Create a new document, the report gets exported as a new Publishing document. You can select a Layout, and for reports where visualization is set to graph, you also have Chart as Layout option. Follow the instructions on the last step of the process to download necessary files and copy URLs to the report data.

      • Add to an existing document

        Follow the instructions on the last step of the process to copy necessary URLs to the report data. If the report has a Chart, there are additional instructions provided on the last step.

      For details on exporting a new IBM Engineering Lifecycle Optimization - Publishing document, go to Authoring templates with Document Studio .

    2. Step 2 (Filter) - Pick the contents that you want to export and click Next to move to the next step. Filter step can be optional or required depending upon if the report is type-filtered or if required conditions are set in the report.
      Note: Selecting report configuration and/or filters are not supported in the new user experience, currently.
    3. Step 3 (Schedule export or Instructions) - Depending on the format that you select in the first step, scheduling might not be supported and instead instructions are provided along with links and files that you need to export the data. 
      Schedule export - Select when to export the report and where to save the result. Scheduling is supported for Static Microsoft Excel, Document, and Image output formats. Select from the following options:
      • Export immediately and save the results locally - Click Export to export the report according to your specifications. When you click Export, depending on your browser settings, you are asked where to save the file. When the export finishes, a success notification appears that specifies the time that it took to complete the export.
      • Schedule the export and save the results on server. To schedule the exports, follow these steps:
        1. Enter a name for the schedule.
        2. Add an optional description to explain what report is being exported and why it is scheduled.
        3. Add tags to organize the schedule and make it easier to find later.
        4. Add owners who can edit details of the scheduled export.
        5. Select users that you want to notify each time that the report is exported. If you do not see the Notify users section, ask an administrator to enable email notification for the Report Builder server.
        6. Specify the Export recurrence frequency.
          • If frequency is set to one time, select the date and time for the export.
          • If frequency is set to daily, weekly, or monthly, select the start and end date, and time for the export.
          • If frequency is set to weekly, you will also need to select the day of the week that you want the export to run.
        7. Click Export to save the scheduled export. The export runs based on the defined schedule. 
      Instructions - If you select to export live data to Microsoft Excel or to Lifecycle Optimization – Publishing, scheduling is not supported. In these cases, the last step of the process provides instructions that include custom URLs and template files that are required to successfully export data to those formats. Once you have copied the URLs and downloaded any necessary files, you can click Close to close the Export process.