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Exporting Data
The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.
 
You can export Workfront data from various lists, reports, dashboards, and searches. The information in this section does not apply to chart reports. If you are exporting a chart report, see "Chart Reports." 

Some of the reasons to export data are:

  • You want to provide a hard copy of your data to someone outside of Workfront.
  • You want to send the results of a report as an attachment to an external user.
  • You want to create an external back-up of your Workfront data. 
  • There is a limit to display only 2,000 results in reports, inside the Workfront web application. If your report produces more than 2,000, you can export the report to any of the below-mentioned formats and get all the results in the report.

You can either export a report manually, from the Workfront interface, or you can schedule a delivery for a report and that report will be sent to you at a later time. For more information on scheduling delivered reports, see "Setting Up Report Deliveries."

Understanding Export Formats and Limits

Understanding Export Formats

Information can be exported in the following formats:

  • PDF (landscape or portrait) Legal, Ledger and A4
  • Excel
  • Excel (xlsx)
  • Tab Delimited format

NOTE dashboards can be either be printed or exported only to a .pdf file.

Understanding Export Limits

There are several limitations around the way reports display in Workfront as well as the way they export through a manual export, a delivered report, or through the API. 

  • 50,000 rows: The number of rows of data allowed in a report export.
    This limit excludes the column headings, as well as rows for groupings in the report. For instance, if you have 6 groupings in a report, and 50,000 rows or data, the exported file will have 50,000 rows.
    In order to export more than 50,000 rows from Workfront, we suggest the use of filters in a report to obtain smaller loads of data instead. For more information on using filters, see "Creating and Customizing Filters."
    This limit applies to:
  • 5MB file size: File size limit for any exported report scheduled for delivery. If an exported file attached to an email is larger than 5MB, a link where the file can be downloaded is emailed instead of the attached exported report. 
  • 65,530 hyperlinks: This is a limit imposed by Excel on documents that contain more than 65,530 hyperlinks. These documents cannot be opened when they are exported manually, or sent in a delivered report. Note that an Excel document may have just 200 rows of data, but if there are more than 65,530 links inside the document, the document does not open. This limit exists on Excel files only, not on the other supported formats. 

If you attempt to export data beyond the limit, you might not receive all of the expected data in the export. Rather, a modified report is produced within the limit. 

Additionally, reports that take longer than 60 minutes to run will be halted.

If you have concerns or issues regarding your limit, please contact Workfront Technical Support.

Exporting Data

Exporting Data from a Report or List

  1. In a list, select the items you want to export. (Selecting individual items exports only the items you select.)
    For example, in a project, select the tasks you want to export.
    Or
    Leave all items unselected to export the entire list.
  2. In the Export drop-down list, select a format.

    The options available to you for PDF export depend on the locale settings in your Workfront user settings:
    • North America - letter (default), legal, ledger, A4
    • All locations outside of North America - A3, A4 (default), letter, legal, ledger
  3. (Conditional) Depending on the operating system you use, you might have the option of opening or saving the file. Either open the file with the associated application or save it to your hard drive. 

  4. Continue with "Using the Exported Document."

Exporting Data from a Dashboard

You can print the information from a dashboard, or you can export it as a .pdf file.

For more information about exporting data from a dashboard, see "Printing Dashboards."

Using the Exported Document

File Names and Titles

The object name is displayed on the exported file in the file name and in the title when you export project, task, and issue lists from Workfront.

For example, suppose you are exporting a task list from a project called "Digital Marketing":

File Name: On the exported document, the file name would be:

  • Task and Issue Lists in a Project: 
    • The_project_name (in PDF, Excel, Excel (xlsx, Tab delimited formats)
  • Task and Issue Lists in a Task (subtasks): 
    • The_project_name (in PDF, Excel, Excel (xlsx), Tab delimited formats)
  • Reports: 
    • The_report_name (in PDF, Excel, Excel (xlsx), Tab delimited formats)

Example: Digital Marketing Launch (project); Personal Task Report (report).

Title: On the exported document, the file name would be (Applies to PDF only):

  • Task and Issue Lists in a Project: The project name
  • Task and Issue Lists in a Task (subtasks): The project name
  • Reports: The report name

Example: Digital Marketing Launch (project); Personal Task Report (report).

Timestamps

A timestamp is displayed on the exported document from the context of the user who exported the item.

The timestamp includes:

  • Date
  • Time
  • Time zone when the item was exported 

Depending on the type of document you export, timestamps are displayed in various locations:

  • PDF: Timestamps are displayed on the footer of each page and in the file name. 
  • Excel: Timestamps are displayed in the file name.

Formatting
When you export a project to PDF, any subtasks are displayed as indented to their parent tasks. Exported lists do not collapse any parent tasks.

You always receive the default tab of a report when a report is sent or scheduled for a delivery, unless the report has a special view.

If your report has special formatting in the web application, the report should be delivered with the special formatting when the Details and the Matrix tabs are delivered for .pdf and Excel files only. 

For more information on how to customize formatting in a report, see "Using Conditional Formatting in Views".

Links
When you export a list in Workfront to PDF or Excel format, any working links that exist in the original document remain live in the exported document. Links can point to any object in Workfront that supports linking.

Branding

If your system administrator has added customized branding to your Workfront instance, the exported .pdf files also include your personalized logo. 

Data which is exported in any other formats cannot be personalized with your logo. 

For more information about branding your Workfront instance, see "Branding the Workfront Site."