---
title: Export Report Data
description: "## Overview AssetIQ may allow authorized users to export report information for further analysis, management reporting, reconciliation or record keeping. Before exporting, confirm that you have selected the correct report, date basis, filters and data scope. After downloading, check the…"
url: "https://help.assetiq.sg/docs/export-report-data/"
updated: "2026-09-03"
category: "Reports & Analytics"
---

# Export Report Data

## Overview

AssetIQ may allow authorized users to export report information for further analysis, management reporting, reconciliation or record keeping.

Before exporting, confirm that you have selected the correct report, date basis, filters and data scope. After downloading, check the file before using or distributing it.

> **Important:** An exported file is a point-in-time copy. It does not update when information in AssetIQ changes.

## Before you begin

Before exporting a report, confirm that:

- You have access to the required report
- Your role allows report exports
- The correct organization is selected
- The correct report is open
- The reporting period is defined
- The correct date basis is selected
- Required filters have been applied
- The result count has been reviewed
- You have an approved storage location
- Intended recipients are authorized

Export only the information necessary for the reporting purpose.

## Open the report

1. Sign in to AssetIQ.
2. Open **Reports**, **Analytics** or the corresponding module.
3. Select the required report category.
4. Open the report.
5. Review its title and description.
6. Confirm the date range.
7. Review active filters.
8. Check the displayed records.

Do not export until the report results appear reasonable.

## Confirm the reporting purpose

Identify why the export is required.

Common purposes include:

- Operational review
- Management reporting
- Maintenance planning
- Inspection follow-up
- Rental analysis
- Asset-register reconciliation
- Data-quality correction
- Internal-control testing
- Compliance evidence
- Historical record retention
- Further spreadsheet analysis

The purpose determines which fields, filters and records should be included.

## Confirm the date basis

A report may be filtered using:

- Created date
- Due date
- Planned start date
- Completion date
- Inspection date
- Dispatch date
- Return date
- Updated date
- Another configured date

For example, an export of work completed in September should normally use the completion date rather than the work-order creation date.

Record the selected date basis when the export supports a formal report.

## Apply the required filters

Filters may include:

- Organization
- Business unit
- Location
- Asset
- Asset category
- Asset status
- Activity type
- Work-order status
- Inspection result
- Rental status
- Priority
- Severity
- Responsible user
- Another configured field

Check for default or retained filters before exporting.

See Filter and Analyse Report Data.

## Review active filters

Confirm active filters using:

- Filter tags
- Highlighted fields
- Selected drop-down values
- Date-range controls
- Search text
- Organizational selector
- Report subtitle or summary

A hidden or forgotten filter may produce an incomplete export.

## Check the result count

Before exporting:

1. Review the number of matching records.
2. Compare it with any summary metric.
3. Check whether the list uses pagination.
4. Confirm whether blank or unknown values are included.
5. Investigate an unexpected count.
6. Open a sample of supporting records.

Do not assume that the number of visible rows equals the total number of records.

## Choose summary or detailed data

Depending on the report, you may be able to export:

- Dashboard summary
- Chart data
- Grouped totals
- Detailed records
- Current visible rows
- All filtered rows
- Individual report
- Another available option

Choose the appropriate level of detail.

| Export type | Suitable use |
| --- | --- |
| Summary | Executive or high-level reporting |
| Chart data | Recreating or analyzing a visual |
| Grouped data | Comparing categories or locations |
| Detailed data | Reconciliation and investigation |
| Individual record | Retaining a complete transaction report |

A summary export may not contain the records needed to verify its totals.

## Visible rows versus all filtered rows

Some export functions may download:

- Only the rows visible on the current page
- All records matching the filters
- Selected rows
- A maximum number of records

Before exporting, confirm the behavior in the current AssetIQ interface.

If the list uses pagination, verify whether later pages are included.

## Select records where supported

If AssetIQ allows selected-record export:

1. Apply the required filters.
2. Select the intended records.
3. Review the selection count.
4. Confirm that no unintended rows are selected.
5. Start the export.

Clear previous selections when preparing a different export.

## Export the report

To export:

1. Open the required report.
2. Apply and review the filters.
3. Confirm the result count.
4. Select **Export**, **Download**, **Generate Report** or the corresponding action.
5. Choose the data scope if prompted.
6. Select an available file format.
7. Confirm the export.
8. Wait for AssetIQ to generate the file.
9. Save it in an approved location.
10. Open and verify the downloaded file.

The exact export actions and formats depend on your AssetIQ configuration.

## Available export formats

Possible formats may include:

- Microsoft Excel workbook
- CSV
- PDF
- Printed report
- Another configured format

Only select from the formats provided in AssetIQ.

## Choose Excel when

An Excel workbook may be useful for:

- Further analysis
- Sorting and filtering
- Pivot tables
- Controlled calculations
- Adding authorized commentary
- Preparing management reports

Confirm that the workbook preserves identifiers, dates and numeric values correctly.

## Choose CSV when

CSV may be useful for:

- Data transfer
- Large detailed exports
- Import into another authorized system
- Database or analytical processing

Be aware that CSV files generally do not retain:

- Formatting
- Formulas
- Multiple worksheets
- Charts
- Images
- Column widths

Spreadsheet applications may automatically reformat dates or identifiers when opening a CSV file.

## Choose PDF when

PDF may be useful for:

- Formal distribution
- Point-in-time records
- Printing
- Management review
- Consistent page layout

PDF is less suitable for detailed data analysis.

Confirm that columns, page breaks and text are readable.

## Wait for large exports

A large report may require additional processing time.

While it is generated:

- Avoid selecting Export repeatedly
- Do not create duplicate downloads
- Review any progress message
- Check whether the file is delivered through the browser or another approved method
- Follow any record or size limits displayed

If the process fails, narrow the date range or filters and try again.

## Find the downloaded file

The file may be saved to:

- Browser Downloads folder
- Organization-approved location
- User-selected folder
- Another configured destination

If the file cannot be found:

1. Check the browser’s download history.
2. Check the default Downloads folder.
3. Review browser download permissions.
4. Confirm the export completed.
5. Repeat the export only if necessary.

## Check the exported file

After downloading:

1. Open it using a compatible application.
2. Confirm the report name.
3. Check the organization.
4. Review the generated date.
5. Confirm the reporting period.
6. Verify the date basis.
7. Check the filters.
8. Compare the record count.
9. Review column headings.
10. Check identifiers.
11. Check dates, values and currencies.
12. Look for blank or truncated information.

Do not distribute an unchecked file.

## Verify asset and transaction identifiers

Check fields such as:

- Asset number
- Serial number
- Rental reference
- Work-order number
- Inspection reference
- Location code
- Business-unit code

Spreadsheet applications may remove leading zeros or convert long identifiers into scientific notation.

Treat identifiers as text where necessary.

## Check dates and times

Verify that:

- Dates use an understandable format
- Day and month are not reversed
- Times use the expected time zone
- Planned and actual dates remain separate
- Blank dates remain blank
- Date fields were not converted incorrectly

For international users, a date such as `03/09/2026` may be interpreted differently. Use an unambiguous format such as `2026-09-03` where practical.

## Check numeric values

Review:

- Quantities
- Meter readings
- Duration
- Percentages
- Costs
- Currency
- Decimal separators
- Units of measure

Do not assume that a value is meaningful without its unit.

## Check formula and value handling

Where an Excel export contains formulas:

- Confirm calculations completed
- Check references
- Review totals
- Do not overwrite original formulas unintentionally

Where the export contains values only, remember that they will not recalculate when underlying data changes.

## Compare with the AssetIQ report

Select a small sample and compare:

- Record identity
- Status
- Dates
- Location
- Values
- Totals

If the file differs from AssetIQ, investigate before using it.

## Rename the file

Use a consistent naming convention.

Recommended format:

`AssetIQ_[Report]_[Scope]_[Period]_[Generated-Date]`

Examples:

- `AssetIQ_Asset-Register_Melbourne_2026-09-30.xlsx`
- `AssetIQ_Overdue-Maintenance_All-Sites_2026-09-03.xlsx`
- `AssetIQ_Inspection-Results_2026-Q3_2026-10-02.pdf`
- `AssetIQ_Rental-Utilisation_2026-08_2026-09-03.csv`

Avoid names such as:

- `export.xlsx`
- `report-final.xlsx`
- `new-data.csv`
- `final-final-report.pdf`

## Record the report criteria

For formal reports, record:

- Report name
- Generated date and time
- Generated by
- Organization
- Reporting period
- Date basis
- Filters
- Statuses included
- Known exclusions
- Data-refresh time
- Any limitations

This makes the report easier to reproduce and verify.

## Use exported data carefully

An export may be used for authorized:

- Analysis
- Reconciliation
- Reporting
- Record retention
- Data-quality review
- Follow-up tracking
- Controlled integration

Do not use the export as an uncontrolled replacement for AssetIQ.

## Editing an exported file

Changes made to an exported file do not update AssetIQ.

If the export identifies incorrect source information:

1. Verify the correct value.
2. Open the relevant AssetIQ record.
3. Update it if authorized.
4. Save the change.
5. Refresh the report.
6. Create a new export if required.

Do not treat a corrected spreadsheet as proof that the AssetIQ source record was corrected.

## Protect exported information

Exports may contain:

- Asset locations
- User details
- Customer or project information
- Operational schedules
- Maintenance data
- Safety findings
- Financial information
- Other sensitive data

After export:

- Store the file in an approved location
- Restrict access
- Share only with authorized recipients
- Use approved communication channels
- Apply encryption or password protection where required
- Follow data-classification requirements
- Retain the final version according to policy
- Delete unnecessary duplicate copies
- Avoid unmanaged devices or personal storage

An exported file is no longer protected by AssetIQ’s role-based access controls.

## Share report data

Before sharing:

1. Confirm the recipient is authorized.
2. Review whether all columns are necessary.
3. Remove information only through an approved process.
4. Check that the file contains no hidden or unintended data.
5. Protect the file where required.
6. Use an approved sharing channel.
7. Record distribution where policy requires it.

Do not send broad exports when a filtered report would meet the purpose.

## Point-in-time limitation

After an export is generated:

- Asset statuses may change
- Locations may change
- Work orders may be completed
- Inspections may be submitted
- Rentals may be extended or returned
- Corrections may be made
- Dashboard metrics may refresh

Return to AssetIQ whenever current information is required.

## Common issues

### The Export action is unavailable

Your role may lack export permission, or the current dashboard or report may not support export.

### The exported file is empty

Check active filters, date range and whether matching records appear on screen.

### Only the current page was exported

Confirm whether the export supports all filtered records. Increase the displayed row limit or use the appropriate full export where available.

### The file contains fewer records than expected

Review selected rows, pagination, filters, permission scope and export limits.

### Identifiers lost their leading zeros

Import or format the relevant spreadsheet column as text.

### Dates appear incorrectly

Review spreadsheet locale, date format and time-zone handling.

### The export does not match the dashboard total

The summary metric and detailed export may use different definitions or refresh times. Review both configurations.

### Photographs or attachments are missing

Detailed data exports may contain references without embedding attachments. Open the source record or generate an individual report where available.

### The file is too large

Reduce the date range, filter the dataset or split the export into controlled sections.

### Changes made in the export do not appear in AssetIQ

Exports are separate files. Make authorized corrections directly in AssetIQ.

## Recommended practices

When exporting report data:

- Confirm the reporting purpose
- Use the correct date basis
- Review active filters
- Check the result count
- Confirm export scope
- Choose a suitable format
- Avoid repeated export requests
- Verify the downloaded file
- Protect identifiers and dates
- Use consistent filenames
- Record report criteria
- Store files securely
- Share only necessary information
- Treat exports as point-in-time records
- Correct source information in AssetIQ

## Next steps

Continue with:

- Troubleshoot Report and Dashboard Data
- Review the exported information
- Share it only with authorized stakeholders
- Correct verified source-data issues
- Generate a new export when current information is required

For related guidance, see:

- Filter and Analyze Report Data
- View Asset Management Reports
- View Maintenance and Inspection Reports
- View Rental and Utilization Reports