You can now export to MS Excel in contexts such as Tasks, Teams, Projects. To download the same, head to the particular context and click ‘Excel Export’. Follow the demo below to know where to access the same. This is available in all task views; and for the current filter that has been applied to the task view.
If you want tasks beyond the current view to be visible then select this option. Check the option ‘Nested Tasks (Subtasks)’. When it is checked you can download sub tasks as well.
You can choose whether to download only first level tasks or nested tasks including the ones beyond one level nesting.
Only first level tasks
- If this is selected it means tasks in the current view and any task which is an immediate subtask will be exported
All nested tasks (Beyond one level nesting also)
- If this is selected then all nested level tasks are visible, down to any level of task available
Include special task types like polls and approvals
- Check this if you wish to include polls, approvals
Include completed tasks
- If there is a need to include completed tasks while reviewing the task list (typically for client reporting) then it is essential for you to check this option; else only open tasks will be exported
Date format to match you MS Excel settings
Select the date format to match that of the MS Excel date format settings. Useful since if the formats are not the same the report dates will not be skewed (month / day) will be interchanged.
Then click ‘Download’. Your file is now downloaded.
Let’s understand the use of this feature with a scenario.
Ashley is a manager at a firm who has to inform the client regarding the progress of a project. She wants to explain the tasks undertaken and what the client can expect. Therefore, she heads to the project context, goes to the particular project and clicks the ‘Excel Export’ icon. She also checks ‘Nested Tasks (Subtasks)’ and selects ‘All nested tasks (Beyond one level nesting also)’.
This is how her screen looks after she has checked and selected these options.
Now, she goes ahead and downloads the file.
Example of what the file will look like when the exports are from Tasks view.
Columns exported to Excel are as a follows
Parent Context: Shows the name of the parent context, if it is a,
- task then Task Title
- project then Project Name
- subtask then Subtask Title
- discussion then Discussion topic name
- approval then Approval Title
- poll then Poll Title
- thread then Message (thread context)
- file then File (annotation task or in the thread)
Parent Context Type: Based on the context the context type is shown:
- task, project, subtask, discussion, poll, thread, file, approval
Parent Task #: if the parent is a task, subtask then task # is shown
Task #: this is the task # of the task that is exported
Task Title: this is the task title of the task being exported
Stage Name: if the task is a workflow (Project) task then the corresponding stage name is shown
Task Type: this shows the type of task exported;
- task, subtask, poll or approval, group task
Task Owner: if this is a task assigned;
- to a single person then the owner name is shown
- to a group of persons as a to be performed by all task then Multiple Assignees is shown
- to no one; then "No owner" is shown
Plan Date: if the task is planned then the date will be shown, else blank
Deadline Date: if the task has a deadline then the date will be shown, else blank
Completed Date: if this is a completed task then the date on which the task was completed will be shown
- On Track: if the task has a deadline and not missed
- Missed Deadline: if the task has a deadline and missed
- No deadline: if the task has no deadline
- Planned: if a plan date exists
- Not Planned: if the plan date is not set
- Overdue: if the plan date exists and task has not started by that date
- On it: if the task has already started and marked as 'On it' by the task owner
Created Date: the date on which the task was created
Labels: if the task has been labelled, all the labels will be shown here (if the task has more than one label they will be shown comma separated).