Exporting Report Data

Report data can be exported from the system for offline analysis, presentations, or integration with other tools. The export functionality is available on report pages and the applicant table view.

Exporting from Reports

Checklist Completion Report

1. Open the Checklist Completion report.
2. Apply any desired filters (date range, program, campus, etc.).
3. Click the Export button (with the download icon) above the data table.
4. The export modal opens, allowing you to select columns and configure the export.
5. Click Download to generate and download the file.

Language and Nationality Reports

1. Open the Language Distribution or Nationality Distribution report.
2. Apply your filters.
3. Optionally toggle status columns to include only the statuses you want in the export.
4. Click the Export button above the data table.
5. The export modal opens.
6. Click Download to generate the file.

Saved Reports

1. Open any saved report.
2. An Export button appears in the report header.
3. Click it to download the report data as a CSV file.

The export format for saved reports is a streamed CSV response generated server-side, ensuring it handles large datasets efficiently.

Exporting from the Applicant Table

In addition to report-specific exports, you can export applicant data from the Table View:

1. Navigate to the Applicants page.
2. Switch to Table View.
3. Apply any filters to narrow the dataset.
4. Click the Export button in the table toolbar.
5. The Export Modal opens with:
   • A list of available columns (you can select/deselect which columns to include).
   • The current filtered dataset.
6. Click Export to download the file.

TIP

The applicant table export includes all currently filtered and visible rows. Apply column filters and search before exporting to get exactly the data you need.

Export Formats

Format	Description	Best For
XLSX (Excel)	Native Excel spreadsheet format	Offline analysis, formulas, formatting
CSV	Comma-separated values text file	Data import into other systems, large datasets

What Gets Exported

The exported data includes:

• All visible columns from the report or table
• Data respecting all currently applied filters
• Formatted values (dates, status labels, percentages)
• Column headers matching the displayed labels

Export Permissions

The export functionality requires the import_export.export permission. Users without this permission will not see the Export button.

WARNING

Exported files may contain sensitive applicant information (names, emails, phone numbers, addresses). Handle exported files according to your school's data protection policies and applicable regulations (e.g., GDPR).

Large Dataset Exports

For large datasets (thousands of records), the system handles exports efficiently:

• Server-side streaming -- saved report exports use a streamed response that does not load all data into memory at once.
• Batch processing -- applicant table exports process data in batches to prevent timeouts.
• Progress indication -- a loading indicator shows while the export is being generated.

TIP

If an export is taking too long or failing, try applying more filters to reduce the dataset size before exporting.

Scheduled Export Cleanup

The system automatically cleans up expired export files via the CleanExpiredExportsCommand scheduled task. This ensures old export batches do not consume excessive storage space.

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