Download an export on demand

Several back-office tables can be exported to a spreadsheet without leaving the screen you are working on. The file is built by your browser from the table as it is displayed at that moment, and it is downloaded straight away. This page covers that button, the file it produces and the tasks it does not cover.

Exports launched from the Statistics tab, including the Advanced export options panel, are described in Exports and reporting. The behaviour described below applies to the export button wherever it appears.

Export a table

The button is an export icon placed to the right of the search field, with the tooltip Export. Outside the Statistics tab, you will find it on Users/Groups > Users list and on Users/Groups > Groups list.

1. Open the table you want to export.
2. Apply the filters, the search and the column selection you want the file to reflect.
3. Click the export icon to the right of the search field.

The file is generated and downloaded immediately. The button stays inactive as long as the table contains no row.

What the file contains

The export reproduces the table as it stands: the filters currently applied, the current search and the columns you selected, in their displayed order. Columns that carry no exportable value, such as those holding only an action icon, are left out of the file.

You obtain an .xlsx spreadsheet, built by your browser. Nothing is sent by email, nothing is placed on a server, and no copy is kept inside the platform.

The file name is composed for you: the name of the report, then the date and time of the export, in the language of the back-office. The users list produces a Learners-Global-… file, which becomes Apprenants-Global-… when the back-office is displayed in French. The groups list produces a Groups-list-… file. When you open the spreadsheet, the header row is frozen and the column filters are already set.

What the export does not do

• It schedules nothing. Every file requires a click.
• It does not follow the rows you tick. Checkboxes drive bulk actions; the export always covers the filtered table.
• It records nothing about the filter you used. A colleague replaying what looks like the same export can obtain a different file.

Two exports share the same file name

The export of Statistics > Learners and the export of Users/Groups > Users list both produce a Learners-Global-… file, even though their columns have nothing in common. Rename the file as soon as you download it, otherwise the second one overwrites the first in your downloads folder.

ℹ️ Good to know. Once downloaded, the file no longer follows your access rights or your retention rules. Record who produced it and with which filter: several weeks later, an export without that context cannot be reproduced.

Exporting one learner’s personal data

This export is a separate one and does not go through the filter bar. Open the learner’s card, then click Edit data associated to this user [beta]. The footer of that window carries an Export button, which produces a PDF of that person’s personal data.

How it differs from the SFTP delivery

An export on demand gives you one file, for your perimeter at that moment, and requires someone in front of the screen. The automated SFTP delivery produces a file in the same formats, at the same place, on a schedule and without any manual action. When you find yourself producing the same export by hand for the third time, move it to a scheduled delivery.

Going further

• Exports and reporting: every export button on the Statistics tab and what each one produces.
• Automated SFTP reporting: the scheduled delivery, for when the need repeats.
• Who sees which statistics: why two administrators export two different files.
• Security, GDPR and legal information: your obligations once the file has left the platform.