Exporting Reports

Learn how to export reports from the Shifts platform in multiple formats, schedule automated exports, and leverage these exports for integration with other systems.

Overview

The Shifts platform provides comprehensive export capabilities for all your reporting needs. This article explains how to generate, customize, and schedule various report exports to share data with stakeholders or integrate with external systems.

Accessing Report Exports

1. Navigate to Reports in the main navigation menu
2. Select the type of report you wish to export:
   • User Activity Reports
   • Shift Assignments Reports
   • Attendance Reports
   • Utilization Reports
   • Leave Request Reports
3. Apply any desired filters to customize your report data
4. Click the Export button in the top-right corner of the report view

Supported Export Formats

Shifts supports multiple export formats to accommodate different use cases:

• CSV (Comma-Separated Values): Ideal for importing into spreadsheets or data processing tools
• XLSX (Excel): Perfect for sharing with stakeholders who need formatted reports
• PDF: Best for formal distribution and printing
• JSON: Designed for programmatic integration with other systems

Exporting Different Report Types

User Activity Reports

1. Go to Reports > User Activity
2. Set date range and other filters as needed
3. Click Export
4. Select your preferred format
5. The report includes:
   • User identification
   • Activity type and timestamp
   • IP address
   • Details of actions performed

Shift Assignment Reports

1. Navigate to Reports > Shift Assignments
2. Filter by date range, location, and/or specific users
3. Click Export
4. Choose your format
5. The report includes:
   • Employee details
   • Shift times and locations
   • Assignment status
   • Role information

Attendance Reports

1. Access Reports > Attendance
2. Set your filters (date range, location, status)
3. Click Export
4. Select format
5. The report includes:
   • Check-in/check-out times
   • Location information
   • Compliance metrics
   • Review status

Utilization Reports

1. Go to Reports > Utilization
2. Set date range and location filters
3. Click Export
4. Choose format
5. The report includes:
   • Overall utilization rates
   • Location-based metrics
   • Time-based analysis
   • Cost projections

Scheduling Automated Exports

For recurring reporting needs, you can schedule automated exports:

1. Navigate to the desired report type
2. Apply appropriate filters
3. Click Schedule Export instead of the standard export button
4. Configure:
   • Frequency (daily, weekly, monthly)
   • Format (CSV, XLSX, PDF, JSON)
   • Delivery method (email, download URL, SFTP)
   • Recipients (if using email delivery)
5. Click Save Schedule

Managing Scheduled Exports

1. Go to Reports > Scheduled Exports
2. View all your scheduled exports
3. For each scheduled export, you can:
   • Edit schedule settings
   • Pause/resume the schedule
   • Delete the schedule
   • View export history

Export Delivery Options

Reports can be delivered through multiple channels:

Email Delivery

1. During export or when scheduling, select Email as delivery method
2. Enter recipient email addresses (comma-separated)
3. Optionally add a custom message
4. Recipients will receive the export file as an attachment

Download Link

1. Select Generate Download Link during export
2. The system creates a secure, time-limited download URL
3. Share this link with authorized personnel
4. Links expire after 7 days for security

SFTP Delivery

For automated integration with other systems:

1. Select SFTP as the delivery method
2. Configure connection settings:
   • Server address
   • Authentication details
   • Target directory
3. Save configuration for future use

Customizing Export Content

Before exporting, you can customize what data is included:

1. Click Customize Columns before exporting
2. Select which columns to include/exclude
3. Reorder columns by dragging and dropping
4. Apply any additional filtering
5. Preview the export before finalizing

Accessing Export History

All exports are stored for reference:

1. Navigate to Reports > Export History
2. View a list of all previous exports
3. Filter by:
   • Date range
   • Report type
   • Format
   • User who initiated the export
4. Download previously generated reports (available for 7 days)

Best Practices

For optimal results when exporting reports:

1. Apply Specific Filters: Narrower data ranges produce more manageable and focused reports
2. Choose the Right Format: Use CSV for data processing, PDF for presentation
3. Schedule Recurring Reports: Set up automated exports for regular reporting needs
4. Consider File Size: Very large exports may be split into multiple files
5. Check Recipient Settings: Ensure email recipients can receive attachments of the expected size
6. Secure Your Data: Treat exported files with appropriate security measures

Troubleshooting

• Export taking too long: Reduce the date range or add more specific filters
• Email delivery failed: Check recipient email addresses and attachment size limits
• Missing data: Verify your filter settings aren’t excluding needed information
• Format issues: Try a different export format if your current choice has display problems

Related Resources

• Report Scheduling
• Data Visualization
• API Integration

This article should be updated when:

1. New export formats are added
2. The export interface changes
3. Additional delivery methods become available
4. New report types are added to the system