Export data
- Anna Ciepłota
- Agnieszka Sienkiewicz
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BigPicture Export functionality
The Export functionality allows you to export data from a selected BigPicture module to a single PDF image file for sharing or analysis purposes.
Users with access to BigPicture and the relevant box can export data from the Overview, Gantt, Resources, and Calendar modules. Data export is available for boxes with any status: Not started, In progress, and Closed.
The app does not update data in closed boxes. For that reason, the data you export from such a box can be inaccurate and out of date.
Since you can customize different views in BigPicture (like column views in the Gantt module), those view setups allow you to see and track the exact data you need. When you export that data, the PDF file will reflect that.
Use cases
Export can be especially useful when you work on projects with stakeholders who need access to the same information but do not have access to BigPicture or if you want to keep someone in the loop on a regular basis.
For example, the Resources module allows you to view a list of all the resources in your organization or project portfolio. You may want to export data from this module once per week to keep your stakeholders updated about what the teams and individual team members are currently working on and their workload.
Data export is also helpful for Program Managers who coordinate multiple interdependent projects. Together with Project Managers, they settle down the project details, ensure the schedule is up to date, and address the risks. Once per week, the Program Manager sends out the data exported from the Gantt module by email and/or Slack to update the leadership and all the involved stakeholders, including external clients.
How to run an export
The Export button is located in the upper left-hand side menu in the Overview, Gantt, Resources, and Calendar modules.
When you click it, a modal appears, where you can choose the file format. Currently, the only supported export format is PDF, which is a non-clickable screenshot of the view in the selected module.
If you need your data in a different format, you can convert the exported PDF file to another format (like .xlsx) with third-party tools.
Overview module
The Export feature generates a screenshot of all the boxes on the Home (root) or box level, including the columns in the active column view. If any boxes are collapsed, they will also appear collapsed in the PDF file.
Below is an exported Home-level structure with a mix of collapsed and expanded boxes.
Gantt module
You can export the entire visible scope of view, including active columns and the Gantt timeline, but excluding the Infobar. The Export functionality does not show columns that are not visible in your view.
If you work with many different columns you cannot view without scrolling, consider creating dedicated column views. Then, switch between them and generate separate reports.
Below is an exported full scope of data with a mix of collapsed and expanded tasks.
It is also possible to narrow down the range of scope you want to export to specific dates. This is helpful when you work with large, complex projects consisting of hundreds of tasks.
Resources module
The exported PDF shows the entire resource grid, including tasks assigned to the individual resources or teams (depending on the view). The exported file also includes data from the Unscheduled Tasks sidebar.
Below is an exported resource grid on the individual view.
Calendar module
The Export function exports data from the month you are currently viewing.
Below is an exported calendar data.