AX1842

Exporting grid data in a web report to Excel

You can export grid data in a web report to a spreadsheet, so that you can further examine the data using spreadsheet features. You can save the spreadsheet locally, or save it to the Axiom repository.

The export can be performed while viewing the report, or from the Reports Library in the Intelligence Center.

• When exporting the report from the Intelligence Center, it is exported using default settings. If the report requires user input to return data, you should instead open the report and export from the report viewer.
• When exporting the report from the report viewer, the export honors the current report state such as sorting, filtering, and drilling. Exception: report parameter selections are not honored unless the report is built from template.

Any user who can view the report can save the spreadsheet export locally. In order to save the spreadsheet export to the Axiom repository, you must have read/write access to at least one folder in the Reports Library.

To export grid data to an Excel spreadsheet:

1. In the Intelligence Center, locate the report in the folder tree, or search to find it.

2. Do one of the following:

   • Hover your cursor over the Name column to make the three-dots icon visible. Click the icon then select Export > Excel from the menu.

     

   • Click the report name to open the report. In the top right corner of the report, click Export > Excel.

     

3. In the Export to Excel dialog, enter a file name into the File name field. By default, the file name is the same as the web report file name.

4. Select the export destination from the Export to drop-down:

   • My computer: Save the spreadsheet to your computer.

   • Axiom repository: Save the spreadsheet to a folder in the Axiom Reports Library, or to your My Documents folder.

   NOTES:  

   • If you save the spreadsheet to a folder in the Reports Library, then any user with at least read-only access to that folder will be able to view the spreadsheet. You should be sure that it is acceptable for users with permission to the target folder to view the data in the spreadsheet.

   • If you do not have read/write access to any folders in the Axiom repository, then the Export to option is not available and does not display in the dialog. The spreadsheet will be automatically saved to your computer.

   • If you save the spreadsheet to your computer, keep in mind that Axiom does not enforce any security on the exported file.

5. If you are saving to the Axiom repository, select an Output folder:

   • Click the folder icon to the right of the field.

   • In the Choose output folder dialog, select a folder in the Reports Library. The dialog only shows folders where you have read/write access to that folder or a child folder.

     NOTE: If you have access to the My Documents folder, then you can also save reports to that location for your personal use.

   • Click OK to choose the folder and return to the Export to Excel dialog.

   The path to your selected folder now displays in the Output folder field.

6. If the current report is enabled for directed drilling, you can optionally choose to Export all drill levels. If this option is enabled, then the report data is "flattened" using all drill levels. For example, if the report is currently showing rows by Acct, and the report has configured drilling levels of Region and Dept, then the exported report contains data rows by unique combination of Acct/Region/Dept.

   NOTES:  

   • If this option is enabled, the export ignores any sorting, filtering, or drilling in the report. The directed drilling columns are added to the report as row dimensions, and all data is exported at this level.
   • This option is not available if the report uses a fixed row structure, or if the report is built from template.

7. Click Export to create the spreadsheet.

   • If you are saving to the Axiom repository, and you used a file name that already exists in the target folder, you are prompted to choose whether or not to overwrite the existing file. If you choose not to overwrite, you are returned to the Export to Excel dialog so that you can use a different name and/or output folder.

   • If you are saving to your computer, the exact behavior is determined by your browser settings. The default behavior for most browsers is to save the file to the Downloads folder on your computer.

   • In either case, a notification message displays at the top of the page to indicate whether the spreadsheet creation succeeded or failed.

Export behavior

When the grid data is exported, the behavior is as follows:

• If the data is paged in the report, the export contains all pages of data.

• By default, the basic number format applied to the column is preserved in the export. The exception is negative numbers, which will always be shown using a minus sign regardless of the configured format. Other formats such as background colors and borders are not applied to the exported data.

• Date and DateTime columns are exported as follows:

  • Columns configured to display the full date part are exported using the default date or date-time format, regardless of the format configured to display in the report.

  • Columns configured to display other date parts display the numeric value of the date part only. For example, if the column is configured to display the Quarter part as Q1 format, the value is exported as only the number (1 for Q1).

• If you have sorted, filtered, or drilled the data displayed in the report, these changes are reflected in the export. The following exceptions apply:

  • Reordered columns are ignored. Columns are exported in their original order.

  • Drill results can only be exported to Excel if the report was created in the Report Builder. Web reports created from template display drill results slightly differently, and these results cannot be exported.

  • If Export all drill levels is enabled, the export ignores any sorting, filtering, or drilling in the report. The directed drilling columns are added to the report as row dimensions, and all data is exported at this level.

• If the report uses report parameters, those parameter selections are not reflected in the export. Exception: If the report uses a dynamic column tied to a Column List report parameter, the default value for that parameter will be used for the export.

  NOTE: For reports created from template, refresh variable selections are applied to the export.

• Column group headers are omitted from the export. Additionally, if a column has a 2-row header, only the first row of that header is exported.

• Export to Excel is capped at 150,000 rows. If a report contains over 150,000 rows, only partial data is exported, and the total row is omitted.