Exporting workflow data

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You can export workflow run data from Pilla as a CSV file. The file lands in your email as a download link so you can open it in a spreadsheet, share it with someone outside Pilla, or keep it for your records. Exporting is available to managers and admins.

Why you might export

A few common reasons:

  • Reporting -- send a weekly or monthly summary of completed work to a stakeholder
  • Audits -- keep a record of what was done, when, and by whom for a regulator or auditor
  • Archiving -- pull historical work out of Pilla into your own storage
  • Sharing -- give a copy to someone who does not have Pilla access

Exports are scoped: each export is for one tag (or one team on mobile) within an optional date range. You cannot export the entire account in one click.

Exporting on the web app

On the web, you export by tag from the Export Work by Tag side panel.

  1. Open the Export Work by Tag panel from the menu (it slides in from the right and is titled "Export Work by Tag")
  2. Click the Select a tag dropdown and pick the tag you want
  3. Optionally pick a Start Date using the date picker
  4. Optionally pick an End Date using the date picker
  5. The list below the date pickers previews every workflow run that matches -- check it looks right
  6. Click the Export button in the top right corner of the panel header

The Export button is disabled until you pick a tag AND the preview list has at least one run.

Fields in the export side panel:

  • Select a tag (dropdown, required) -- which tag to export. You can only pick one tag per export
  • Start Date (date picker, optional) -- earliest run date to include. If empty, runs from the start of your account are included
  • End Date (date picker, optional) -- latest run date to include. If empty, runs up to today are included

When you click Export, a toast appears saying "Export Started. You will receive an email with the download link shortly." The panel closes and the file is built in the background. The email arrives at the address on your Pilla account.

If the preview list is long, click Load More at the bottom to see more rows before exporting. The export itself always includes every matching run, not just the rows currently visible in the preview.

Exporting on the mobile app

On mobile, managers and admins can export by tag or by team. Both options are in the Menu on the Work Items tab.

Export by tag on mobile

  1. Open the Work Items tab
  2. Tap the Menu button
  3. Tap Export work by tag
  4. The screen opens with a tag already selected (the tag name shows in the title bar)
  5. Optionally pick a Start Date and End Date below the title bar
  6. Tap Change Tag in the floating bar at the bottom if you need a different tag
  7. Tap the Download icon in the top right of the title bar

A popup confirms "Export Started -- Your export is being processed. You will receive an email with the download link shortly." Tap OK.

Export by team on mobile

  1. Open the Work Items tab
  2. Tap the Menu button
  3. Tap Export work by team
  4. The screen opens with a team already selected (the team name shows in the title bar)
  5. Optionally pick a Start Date and End Date below the title bar
  6. Tap Choose Team in the floating bar at the bottom if you need a different team
  7. Tap the Download icon in the top right of the title bar

The confirmation popup and behaviour are the same as Export by tag.

On both mobile screens the Download icon is disabled (greyed out) when no runs match -- adjust the dates, tag or team, or tap Change Tag / Choose Team to pick a different one.

What the export includes

The CSV contains a row for every workflow run that matched your tag (and date range, if set) plus the answers your team gave to each element in the run. That means:

  • Workflow name
  • Team
  • Scheduled start and end times
  • Actual finish time
  • Status (on time, late, missed)
  • Tag name
  • Element-by-element responses (text answers, numbers, checklist ticks, choice selections, photo links, etc.)

The file is CSV format, UTF-8 encoded, suitable for Excel, Google Sheets, Numbers or any spreadsheet tool. The download link in the email is time-limited; download the file soon after you receive it.

Tips

  • Pick a Start Date and End Date for large exports. A whole-account export with no date filter can take a while to build
  • The download link in the email expires, so save the file straight away if you need to keep it
  • If you want a recurring export, run the same filters at the same time each week or month -- Pilla does not currently schedule exports for you
  • Exports always go to the email on your Pilla account, not the email you signed in with on a different device
  • If no runs match your filters the Export button (web) or Download icon (mobile) is disabled. Loosen the date range or pick a different tag
  • The export reflects the data at the moment you click Export. Late changes after that are not in the file
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