Reports and Exports

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Last updated: Mar 02, 2023 by Support Specialist 4
3 min read

This article explains how to export data from Gruntify below.

How to Export Data

Before you are able to use the export feature, be sure to reveal the Export Button by revealing filters by clicking the filter button in the top right.

Filters and Queries can be used to find the specific forms you would like to export. More details about how to use filters are detailed in Filters and Queries and will not be covered in detail here.

The Export Button

In order to use the Export button you must only have one type of form specified in your selected requests such as when selecting items in the table or a single form selected in the active filter.

When you select eligible items to be exported and you click the export button, you are able to select the type or format of you export according to the item being exported.

Enterprise Reports and Exports Enterprise

Enterprise customers may have custom exports attached only to certain forms. In order to use these exports, be sure to filter by the certain form that your enterprise export is attached to see it in the export menu.

Types or Formats of Exports

General reporting on most user-entered data can be created using standard customized report templates. The formats Gruntify has available are:

  • PDF Reports can be customised and are best for online reading or printing.

  • CSV Reports can be used to import data to Excel and are best for numerical data.

  • GeoJSON Reports can be used for importing into another system and are best for locational data

  • Custom Template Reports More details about custom report template are available in Report Templates

OData Reporting is an advanced feature that can be used to transfer data to another system or develop complex reports. This is covered in more detail in Reporting using OData and Advanced Reporting using OData.

White-labelling Exports

When exporting from Gruntify, you are able set a custom logo and disclaimer for all PDF exports for that workspace. This applies to both Default PDF exports and Custom PDF exports.

The custom logo appears in the header of all pages of the PDF export while the custom disclaimer only appears at the bottom of the first page.

This is configurable in Report Template section of the Workspace Settings Page and is only accessible for users with the Manage Report Templates permission.

More details about how to use Permissions and Custom Roles can be found here.

Why do I get multiple CSV's when I export my data?

Create CSV Report Template Popup

Gruntify allows you to add or remove fields from a form. But then the data collected in the past may not fit the new form properly. Where would you see the values used in the past for the fields that were removed? Leaving the new fields blank isn't right either. For example, if the new field was a Mandatory Yes/No answer to "Is there sprinklers fitted?" you can't just assume either a yes or no answer for older data that doesn't have an answer.

To avoid this problem, Gruntify makes a new version of your form and automatically matches the data to the form used when the data was collected.

When you export the data to a CSV, we create one file for each form version applicable to the data. This avoids showing empty columns (for the added fields) or missing values (for the removed fields).

Video Tutorials

The next two video tutorials will explain how to create report templates in further detail and then how to run the reports. 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.

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