Export time data with the data export reports

Overview

The data export reports in the Report Center give access to detailed transactional data recorded in ClickTime, including time entries and leave records. The reports are in the Miscellaneous section.

Before you start

• The Report Center is at Company → Reports, and the data export reports are in its Miscellaneous section.
• You need to be an administrator, or a manager with Run company reports.
• Under Reporting Essentials, reports are grouped into collapsible groups, and Miscellaneous is one of them.

Steps

Open a data export report

1. Go to Company → Reports. On the Reporting Essentials tab, expand Miscellaneous.
2. Find the report you want in the list: Data Export (XML), Data Export (text only), Data Export (Excel), Data Export by Person (Excel), Data Export by Client (Excel), Data Export by Project (Excel), Data Export by Task (Excel) or Data Export by Leave Type (Excel).
3. Click the report row. A dialog opens over the Report Center with the report name, a description and a sample of the output.
   
4. Click Run Report in the dialog. A report opens on its own page.
   

Set the options and run a data export report

1. On the report page, choose a time frame in the Select a Time Frame dropdown.
2. If you choose a specific dates time frame, set the From and To rows. Each row has month, day and year dropdowns and a calendar icon button.
3. Set the Mark exported entries as dropdown.
4. Set the Don't include entries already marked as dropdown.
5. If you open Data Export (XML), use the Title box above the time frame.
6. If you open Data Export (XML), Data Export (Excel), Data Export by Person (Excel), Data Export by Client (Excel), Data Export by Project (Excel) or Data Export by Task (Excel), use the Select by Approval Status dropdown.
7. If you open Data Export (text only), Data Export (Excel), Data Export by Person (Excel), Data Export by Client (Excel), Data Export by Project (Excel), Data Export by Task (Excel) or Data Export by Leave Type (Excel), use the Include custom fields checkbox.
8. Click Run Report at the top right of the page.
   

Choose people, clients, projects, tasks or leave types

1. Open Data Export by Person (Excel), Data Export by Client (Excel), Data Export by Project (Excel), Data Export by Task (Excel) or Data Export by Leave Type (Excel).
2. In the Choose people, Choose clients, Choose projects, Choose tasks or Choose leave types block, select the records to export from the checkbox list.
3. The block has a select all option. The people, clients, projects and tasks blocks also have select active people, select active clients, select active projects or select active tasks.
4. The people, clients, projects and tasks blocks also have a hide inactive people, hide inactive clients, hide inactive projects or hide inactive tasks link.
5. On Data Export by Person (Excel), the Choose people block has three tabs: People, Divisions and Employment Types. Records can be limited by employee, division or employment type.
6. Click Run Report. The by Person, by Client, by Project, by Task and by Leave Type pages also have a Run Report button at the bottom of the page.

Note: The Data Export by Leave Type (Excel) page has only the pick and select all options and no hide-inactive link.

What to expect

• Each report opens on its own page titled Reports followed by Miscellaneous: and the report name.
• The word Reports in the page title is a link back to the Report Center.
• Data Export (XML) exports detailed time entry records as XML.
• Data Export (text only) exports time entry records for the selected date range in plain text format.
• Data Export (Excel) exports time entry records for the selected date range in Microsoft Excel format.
• Data Export by Person (Excel) exports time entry records for the selected employees.
• Data Export by Client (Excel) exports time entry records for the selected clients.
• Data Export by Project (Excel) exports time entry records for the selected projects.
• Data Export by Task (Excel) exports time entry records for the selected tasks.
• Data Export by Leave Type (Excel) exports leave-related records for the selected leave categories.
• The leave types you can choose depend on your account configuration.

References

• Reporting Center Overview
• Customizable Data Export Overview