Exporting Data
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Gruntify is a capable platform, but we fully understand that modern organizations don’t just work in one app. You might have other software you need to use, customers to share data with, or just the desire to take a peek at your data in Excel. To enable all of this, Gruntify has extensive support for data exports.
How to Export Data
To export Requests, Jobs, or Assets in Gruntify you can use the ‘Export’ button in the filter bar. The export will match the filters you currently have applied, so you can narrow down the data you retrieve just as you would when searching within Gruntify.
If you don’t see the Export button, try clicking the ‘Show Filters’ button to toggle the filter bar.
You can also perform an export of a single Request, Job or Asset by clicking ‘Export’ within the action menu.
Why is the export button grayed out?
In order to export data from Gruntify you must only have one Form/Job template specified in your selected records. You can achieve this either by:
Adding a ‘Form’ or ‘Job Template’ filter using the ‘+ Filter’ button (for more info, see Filters and Queries)
Switching to the ‘Table’ view, and selecting rows that each have the same Form/Job template
You can only export a total of 40,000 Requests or Assets, or 20,000 Jobs within a single export. This limit reduces to 250 for PDF exports, to avoid excessive file sizes.
The Export Template Selector
Once you have clicked the ‘Export’ button, you will see a popup appear that asks you what Export Template you’d like to use. An Export Template is a configuration that defines the file format and appearance/structure of the export. We provide a default Export Template for each file format that is supported for the type of data you are exporting.
Tip!
If you use exports often, you can rearrange the order that the Export Templates appear in by using the ‘Reorder’ button and then dragging the options up or down from the drag handle on the left side.
Once you have selected your preferred Export Template, you can choose to either export it for yourself, or share it with others.
Self-exports
When exporting data for yourself, the behavior of the export is different depending on whether you are exporting one or multiple records. If you are exporting a single record, you will see a loading popup, and the file will download to your computer once the export is complete. When exporting multiple records, you will see a popup informing you that the export will be delivered by email once it is complete. We do this to save you time, as large exports can take up to 10 minutes to process. Please note that exports delivered by email must be downloaded within 48 hours or else the link will expire.
Shared exports
When sharing exports with others, you have one more step to complete before we begin the export process. You must supply one or more email addresses to deliver the export to. The share popup will autocomplete the email addresses of users in your Workspace, but do note that you can also share exports with customers outside of your Workspace.
Optionally, you can supply a message to include with your export. This message will be visible in the email that recipients receive with the export link. Unlike self-exports, the links in shared exports expire after 30 days to allow for more download time.
Formats of Exports
Gruntify supports the following export formats for each type of record.
Report Type | Requests | Jobs | Assets |
|---|---|---|---|
PDF (Readable reports) |
| ||
CSV (Transfer data to Excel) | |||
GeoJSON (Location based data) | |||
Zip Media Export (Media) |
|
|
PDF Reports can be customized and are best for online reading or printing.
CSV Reports can be used to import data to Excel and are best for tabulated data.
GeoJSON Reports can be used for importing into another system and are best for location-based data. For example:
Create Assets in Gruntify and then import them to another system
Match up Asset-based reports with data from your CRM system
Create a Request with Trip Data and import the trip details to another system to develop standard routes
Zip Media Export compiles all the images from the ‘Media’ tab of Requests, organized into folders by request reference number.
Custom Template Reports More details about custom report templates are available in Report Templates
FAQ
Can I change the logo in PDF exports?
Yes you can! You will need to make a custom Export Template first, though. See this article: Export Templates
Can I include information/disclaimers in PDF exports?
You sure can! You will need to make a custom Export Template first, though. See this article: Export Templates
Why does my CSV export appear as multiple files inside a ZIP?
Because CSVs are structured tabular data, by default we separate out records into different files based on their form version. This ensures that only fields relevant to that form version are shown, and removes ambiguity about potential blank fields. If you’d rather these all be placed in one file instead, you can enable that option in a custom Export Template. See this article: Export Templates
Video Tutorials
The video tutorial below demonstrates how to export data in Gruntify. The examples given are for Requests, but the same principles apply to Jobs and Assets.
If you are working your way through the Getting Started tutorial trail, go on to Step 10: Completing the Trial.