Creating Export Reports

Modified on Tue, 7 Oct at 8:15 PM

TABLE OF CONTENTS

Creating an Export Report
Figures
Figure Selection by Project Phase
Other
Columns
Tips for Configuring Columns

Creating an Export Report

Export reports allow project managers, administrators, and stakeholders to:

Track progress and costs – Compare estimated, forecasted, and actual values to monitor project health.
Understand resource allocation – See who is assigned, scheduled, or actively working across projects.
Enhance financial accuracy – Analyze budgets, spending, and variances to optimize profitability.
Validate timesheet activity – Ensure hours logged align with scheduled work and identify gaps.
Support decision-making – Access breakdowns by project, resource, or timeframe for planning and reporting.

From the Reports area, navigate to Export Reports.
Click Create a New Export.
Provide a name and description for the Export Report.
Under Breakdown, you can select the reporting view to organize the data into smaller segments, allowing for more detailed analysis.

Total: Displays the overall aggregated values for the selected report within the chosen timeframe, without breaking the results into smaller intervals.
Day Breakdown: Divides the results by individual calendar days, showing daily totals for each metric (e.g., hours logged, costs, or resource allocation).
Weekending: Summarizes results by the last day of the reporting week (typically Sunday or another system-defined weekend date). Each entry reflects the totals for that week, grouped under the “week ending” date.
Week Breakdown: Divides the results into weekly segments, displaying totals for each full week within the reporting period. This provides a week-by-week view of activity and performance.
Monthly: Aggregates results by calendar month, displaying totals for each month within the reporting period for high-level trend analysis.
The Units section allows users to specify the measurement basis for reporting project data. This determines how numerical values are calculated and displayed within the exported report. Select the measurement type you want for the report output units. Selecting a unit determines how values are calculated, displayed, and compared.
Cost: Displays report data in monetary values. Useful for analyzing project budgets, actual spend, variances, and profitability.
Time: Displays report data in time values (e.g., hours or days). This is useful for reviewing resource capacity, comparing scheduled versus actual effort, and tracking timesheet activity.

Figures

The Figures section defines which data set is used to populate the report. These options determine whether the exported report reflects planned, allocated, or actual project data. Multiple figure types can be selected to provide comparative insights (e.g., Estimated vs. Actuals).

Estimated

Displays data based on the initial project estimates entered during the planning phase.

Represents the forecasted cost or time assigned to roles, tasks, or phases before work begins.
Used to establish project baselines and evaluate performance against plan.
Example: Comparing estimated cost versus actual spend.

Resourced

Displays data based on the current resource plan.

Reflects the booked or allocated effort for each resource as per the Resource Planner or project schedule.
Provides visibility into how workload and budget have been distributed among team members or roles.
Example: Showing total hours assigned to each role for the upcoming month.

Resourced To Date

Displays the portion of the resource plan up to the current date.

Includes only allocations or bookings that fall on or before today’s date.
Useful for tracking how much of the planned effort or budget has been scheduled or consumed so far.
Example: Monitoring progress against time-phased resource allocations.

Actuals

Displays real-time data captured from completed work.

Derived from timesheets, expenses, or actual recorded transactions.
Represents the true cost or effort incurred to date.
Used for post-project analysis, variance tracking, and performance reporting.
Example: Comparing actual hours logged vs. estimated hours per phase.

Figure Selection by Project Phase

Project Phase	Recommended Figure Type(s)	Purpose / Typical Use
Planning	Estimated	Establish project baselines and initial cost/time forecasts.
In Progress	Resourced, Resourced To Date	Monitor allocations and progress against plan up to the current date.
Execution / Delivery	Resourced, Actuals	Monitor the performance of assigned resources and verify how actuals align with resource plans.
Completed / Closed	Estimated, Actuals	Compare baseline estimates with final actuals for performance and variance reporting.

Other

The Other section provides additional configuration options that determine the scope, filtering, and level of detail included in the exported report. These options help refine report output and support advanced auditing or troubleshooting needs.

Enable Dynamic Date Filter: Activates the ability to filter report results dynamically based on a specified date range.

Allows users to run reports for custom timeframes (e.g., last week, current month, quarter-to-date).
Useful for recurring exports or regularly scheduled reports that should automatically update based on current dates.

Include Timesheet ID: Includes the unique identifier for each timesheet entry in the export.

Enables traceability between report data and the original timesheet record.
Commonly used for audits, troubleshooting, or cross-referencing data across systems.

Include Timesheet Status: Adds the status of each timesheet (e.g., Submitted, Approved, Rejected) to the export.

Provides visibility into the workflow stage of each timesheet.
Useful for validating approval processes or monitoring pending timesheets.

Include Timesheet Comments: Exports any comments or notes entered on the timesheet by the user or approver.

Helps provide context behind time entries, especially when adjustments, rejections, or clarifications are recorded.
Often used for compliance review or communication tracking.

Remove Null Bookings: Excludes empty or unassigned booking records from the exported data set.

Ensures cleaner, more relevant output by omitting rows without valid resource or time data.
Recommended when generating reports for analysis or client distribution to avoid confusion from blank entries.

Include Timesheet Last Actioned By: Includes the name of the last user who modified or approved the timesheet.

Provides visibility into workflow ownership and accountability.
Useful for identifying approvers or tracking recent administrative actions.

Include Resource Item Id: Adds the unique system identifier for each resource record included in the export.

Supports data reconciliation and integration with external systems such as HR or finance tools.
Typically used in advanced reporting setups or automated data pipelines.

Export Rights: Defines the level of data access granted for the export based on user permissions.

Controls what information users can include or view in exported reports.
None indicates that the user does not have permission to export data, restricting the ability to download or share report results.

Columns

In the Columns section, you can choose which data fields appear in your export report. This allows you to fully customize the report output, displaying only the information most relevant to your analysis.

There are three primary column groupings: Resource (Users & Roles), Project, and Task.Under each of these columns is a Standard group containing various checkbox options that control which fields are displayed. Examples include User ID, Project Name, and Task Description.

In addition to standard fields, some columns include extended data groupings:

Resource and Task Columns: Include metadata groupings that pull additional contextual details, such as Client Experience or Production Status.
Project Column: Includes calculated values such as Total Project Cost (Actual) or Total Project Cost (Estimate) to support financial and performance reporting.

To include a field in your export, check the box next to the desired item. The selected fields will appear as columns in the final Excel report, allowing you to review and filter the information that matters most to your reporting needs.

Tips for Configuring Columns

Combine multiple column groups to create more detailed reports. For example, selecting User ID from the Resource column and Total Project Cost (Actual) from the Project column provides both individual and financial insights in a single export.
Use metadata fields to capture organization-specific information such as Client Experience, Market Segment, or Production Status for deeper contextual analysis.
Include calculated fields (like Total Project Cost or Hours Logged) to monitor performance against estimates or budgets.
Limit the number of selected fields when working with large data sets to improve performance and reduce file size.
Apply filters before exporting to refine the report content—this ensures only relevant data is pulled into your spreadsheet.
Review your output columns after the first export to confirm that field order and labeling meet your reporting requirements before sharing or scheduling automated reports.

Next Step: Filtering and Sorting in the Export Builder