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How to export data from a room / report

You can export contents from a room/report to make them readable and accessible even without Stackfield, for example, to store them in a document management system after finishing a project or to give a report to a user without a Stackfield account. Depending on the purpose and the scope there are different possibilities.

Notes:
  • Individual features and modules may be inaccessible, renamed, or restricted due to settings of your organization, room, and/or your assigned right group (see: Options for admins)!
  • During the export only the contents of rooms you are included in and that were made visible to you through your right group in the room are displayed to you.
  • Using the Desktop App requires at least Version 1.7.3.

Export of room data

To export the data of a room, in the room click on the "More" button (icon: three dots) at the top next to the modules and select the option "Export room data".

More button to export room data
Export of room data

Now, you can choose, what exactly - activities or content protocol - from which module, from which user/creator, and from which period should be exported. With a click on "Export room data", you confirm your selection. Finally, the selected data can be stored at your desired location as a PDF.

Selecting the data that is to be exported
Exporting the latest activities or a content protocol in a room, here: activities

Notes:
  • Communication: "loose" chat messages
  • Comments: messages in the comment section of an entry, like, for example, in a task
  • Tasks: incl. subtasks and time tracking
  • Calendar: events
  • Files and whiteboards are listed with their title, the "content" can be exported separately
  • For the period filter, the creation date of the entry is used.

Latest Activities

Via the option "Latest Activity" (all) changes from the communication stream are exported, meaning when a chat message is sent or when entries (for example a task) are created or modified.
When needed, you can additionally set a filter and limit the selection to a specific module or user as well as change the period.

Choosing a module for the export
Exporting activities in a room, here: tasks module

Content protocol

If not only the activities are relevant but also the entire content of the entry, first, choose the option "Content", then select the desired module.
Via the sliders, you can choose if you want to include comments, the latest activities, and/or archived entries (green = included in the export, gray = not included). In addition, you can filter for a specific creator of the entry and for a period.

Sliders for the content protocol
Content protocol for the module Tasks

Export of an individual view

In a room or across rooms via the reports, individual views for each module can be generated by using filters and exported as a table. This way, you can, for example, only export tasks with a specific editing status and/or label.
This feature is available for discussions, tasks, time tracking (only via reports), the timeline, pages, files, whiteboards, snippets, and project portfolios (only via reports).

For you to immediately be able to understand which contents will be included in the export, switch to the list view. Via the filter feature, the scope is determined. Among other things, the selection and order of the columns can be changed here.
Via the module search, entries can be (further) refined so the export will only include the search results.
To export/print the displayed view, click on the "More" button (icon: three dots) at the top right next to the blue plus button and select the option "Print and Export".

Print and export of the view
Print and export of the tasks overview

The available file formats for the export depend on the chosen "Module". For discussions, tasks, time entries, pages, files, whiteboards, snippets, and project portfolios, the title as well as everything that is shown in the respective columns can be exported as PDF, CSV, or Excel. In the "Print and Export" overview you can check your selection again and, if needed, edit the name of the report. In addition for tasks, all open and closed subtasks can be included or excluded in the export via the slider at the bottom of the window.

Report check
Export scope of the tasks module

Files can be downloaded in their respective format either individually via their parent entry or collectively in the overview. The timeline including the shown columns can be exported as PDF or PNG. The communication is accessible via the room export.

Export of individual entries

On Stackfield, you can also only export the contents of a single entry. This feature is available for the following types: discussions, tasks, time entries (only via reports), pages, files, whiteboards, snippets, and events. Simply switch to the desired module, open the entry (for example a task), click on the "More" button (icon: three dots) at the top right, and choose the option "Print", "Download all", or "Export".

Export of an individual entry
Export of an individual entry, here: task

Via the print feature contents can also be saved as a PDF (-> "Print to PDF"). Whiteboards can additionally be stored as PNG, SVG, or JPEG. Events can either be transferred individually or as a subscription into an external calendar. Files are downloaded with their respective format, which is also possible collectively in the overview.

Options for admins

Further articles

Timeline export

In the tab Settings of the "Organization Settings", you can allow or decline the sending of encrypted data to Stackfield for the purpose of exporting timelines. If the setting is deactivated (default setting) the export feature can not be used within encrypted* rooms and reports.

Export of encrypted data
Sharing of encrypted data

*What happens when exporting data from an encrypted room?

All encrypted data from end-to-end encrypted rooms is stored encrypted on Stackfield's servers. Stackfield has no access to the room's encryption keys.

The timeline export has to be created on Stackfield's servers. For this purpose, the data that is to be exported is sent SSL encrypted to the Stackfield server and the export is created which can then be downloaded by the user.

Once the export has been finished the information is deleted from the cache. The content of the export is not saved by Stackfield. The data remains encrypted and inaccessible to third-party access secured on Stackfield's servers.

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