Exporting, Sharing & Copying Reports

With reports, you can organize and analyze data related to documents, objects, and processes in your Vault. This article teaches you how to export, share, and copy reports. Learn more about Vault’s reporting functionality in Reporting Overview.

Exporting Reports

If you need to conduct further analysis and processing on your data outside of Vault, you can choose to export a report. Vault supports four formats for export: PDF, CSV (comma-separated values), text (TXT) and Excel (XLSX). When you export a report to a CSV or TXT file, you can open the file in Excel. You can also export a report to an Excel template.

How to Export Reports

  1. From the Reports page or report viewer, choose either Export to CSV, Export to Text, Export to Excel, or Export to PDF from the report’s Actions menu. If exporting to Excel, select the formatting options in the Excel Export Options dialog and click Export.
  2. A dialog opens while Vault processes your request. You can choose to cancel the request from this dialog. The dialog closes automatically when the file is ready.
  3. Depending on your computer’s configuration, the file may download automatically or you may have to choose to save it.

Export Options

When creating or editing a report, you can select the following formatting options for text fields in exported tabular reports under Advanced Options > Export Options:

  • Fit PDF export columns to one page fits all columns to a single page width.
  • Include full text long text fields exports all text in long text fields.
  • Include full text for rich text fields exports all text in rich text fields. To also add HTML markup in the export, select the Include HTML tags checkbox.

The options to include full text fields are only available for selection on reports with long or rich text field columns.

Excel Export Options

When exporting to Excel, you can select the following formatting options:

  • Data Only exports the report data without formatting.
  • Formatted exports the report with the report view formatting, including colors, headings, group headers and aggregate counts, and subheader rows.
    • Collapse report groups exports the collapsed report. This option is only available on grouped tabular reports.
    • Add a cover page exports the report with the Excel Coverpage tab, which includes the exported report data, such as the report, Vault, and Domain names.
  • Template exports the report to the configured Excel template.

Limits

The following limitations apply to exporting reports:

  • If your Vault uses localization settings, you can export to a TXT file.
  • If your Vault does not use localization settings, you can export to a CSV file.
  • PDF is only available for tabular reports.
  • Only reports with up to 100,000 rows can be exported to an Excel template.
  • Exporting to PDF removes all hyperlinks.
  • Vault only exports 100,000 records to PDF and Excel. If your report contains over 100,000 records, you must export to CSV or TXT.
  • Only grouped tabular reports can be exported with collapsed groups.

Recently Run Reports

When exporting a tabular report, Vault searches the cache for a recently run report by the same user and with the same definition. If the report already exists, Vault will use that report and will not rerun it during the export. Otherwise, Vault runs the report during the export.

Groups & Summary Calculations

Vault only includes individual records in your export, and does not export groups or summary calculations (count, average, etc.).

PDF Exports

When you export as PDF, Vault adds page numbers and a cover page. All reports use the Report Export Cover Page template. Additionally, users can modify column widths for PDFs in Edit mode in the report builder.

By default, Vault fits all columns to a single page width. To change this, clear the Fit PDF export columns to one page checkbox in the report’s Advanced Options section.

You can choose to exclude vault links when exporting tabular and matrix reports. To remove report links, select the Remove links checkbox in the Advanced Options section.

Copying Reports

You can use the Copy Record option to create a new report based on an existing report.

How to Copy Reports

  1. From the report’s Actions menu, choose Copy Record.
  2. The Make a Copy dialog opens. Enter a Name and (optional) Description for the new report.
  3. Click Continue.
  4. The report editing page opens. From here, you can make changes to the new report.
  5. When you finish editing, click Run or Save. Note that if you click Run, you have the option to Continue Editing or to Save.

Sharing Reports

Vault uses limited Dynamic Access Control to manage user access and share reports. Some users may have automatic access to reports through Custom Sharing Rules based on the Report Administrators and Report Owners System-Provided Groups. You can also share a report with specific users or groups via manual assignment.

How to Share Reports

  1. From the report’s Actions menu, click Sharing Settings.
  2. On the Sharing Settings page, click Add.
  3. In the Add Manual Assignment dialog, select the desired role and the user or groups to add to it.
  4. Click Save. Assigned users or groups can immediately access the report.

To remove a user or group from a role, click Remove from the Actions menu for that user or group in the Access via Manual Assignment section. Note that Read-only users will never appear in the Users and Groups drop-down.

Sharing Roles

When sharing a report, you can assign users to Editor or Viewer roles. You must have an Editor or Owner role to assign users to roles for a given Report object record:

  • Viewer: Viewers have read-only access to reports. They can only run and view the report, or make a copy of it. If the report has run-time input filters, viewers can enter filter criteria. When viewers want to make changes to a report, they can copy it and make their edits in the duplicate version.
  • Editor: Editors can modify, share, and delete a report. They have all the same rights as the user who created the report.
  • Owner: Owners have all of the permissions of editors and viewers. Only owners can assign other users or roles to be Owners, or edit the schedule of flash reports.

Report URLs

Web actions can help improve the reporting experience by allowing users to access reports directly from objects and documents. To ensure web actions can be migrated across Vaults successfully, users can view reports using either their existing URL, which contains the report ID, or using a URL where the report’s API name replaces the report ID. Admins can define web actions for accessing reports.