This article explains how to get a list as an Excel file. Large lists do not download at once: your request is prepared in the background, a notice in the bottom right corner tells you when it is ready, and you download the file with one click. The file follows the filters, tab and search you had when you asked for it. Managers who can see the list do this (for example INVENTORY_MANAGER for Assets, or the permission to add or update employees for the Employee list).
Screens with a list download
Screen | Where to start it |
Assets | Download list in the page header |
Vehicles | Vehicle List or Car Assignments in the Actions menu |
Employee list | Download active list or Download passive list in the Export menu of the header |
Compensation | The Export icon in the employees panel |
Timesheets | Actions > Download list; choose the month and year in the window that opens |
Surveys | Download Excel in the header |
Onboarding list | Download list in the header |
Joining processes, Leaving processes | Download Excel in the header of the responses list |
Recruitment (Job Postings, Hiring Requests, CV Pool) | Export to Excel in the Excel menu of the list toolbar; My lists is in the same menu |
Step by step
To narrow the list, set the tab, filters and search first (for example the Assigned tab and the Screen type in Assets). The file contains exactly this list.
Click the button from the table above. The button shows Preparing for a moment; there is no need to press it again.
A Preparing your list notice appears in the bottom right corner with the list name and a summary of the filters applied (for example Asset list, "Assigned, Screen, 133 records"). You can move to another page meanwhile; the list keeps being prepared.
When the list is ready, the Your list is ready notice appears. Click Download; the file goes to your browser's download folder.
If you closed the notice, or want to download an earlier list again, open My lists: the View in My lists link in the notice, the screen's My lists button (or My lists in the Actions menu) and the My lists icon that appears with a counter in the top bar while lists are being prepared all open the same window.
The My lists window
The window lists your requests, newest first. When you open it from a page, the This page tab shows that page's lists and the All tab all of your lists. Each row shows:
List: the list type with the filter summary under it. When there are several lists of the same type and summary, a number is added (for example "Request 2"); Requested shows which one is newer.
Status: see the table below.
Requested: "5 min ago", "Yesterday 14:05" and so on; hover for the full date and time.
File: the file size of a ready list.
On the right, Download for a ready list and Try again for a failed or expired one.
While a list is being prepared, its status refreshes by itself as long as the window is open. On phones each list shows as a card.
Status | Meaning | What you can do |
Queued | The request is received and waits to be prepared | Wait; it usually takes a few seconds |
Preparing | The file is being created | Wait |
Ready | The file can be downloaded | Download |
Failed | Something went wrong while preparing | Try again prepares it again with the same filters |
No records | No records match the selected filters | Change the filters and download again |
Expired | The file is no longer on the server | Try again |
Result
Prepared lists stay in My lists; you can download the same file again later. The window shows only the lists you asked for, and only the person who asked can download the file. Exporting changes no records; no email, SMS or bell notification is sent, only the notice in the bottom right corner of the screen.
Common issues
Symptom: A The list could not be started notice: "Up to 10 lists can be prepared at the same time."
Cause: You have 10 lists being prepared.
Solution: Wait for one to finish and try again.
Symptom: The list could not be started: "You do not have permission to download this list."
Cause: You are not allowed to export this list.
Solution: Ask your company admin for the management permission of that screen (Manage Permissions).
Symptom: Download failed after clicking Download.
Cause: The file may have been removed from the server.
Solution: Prepare the list again with Try again on its row in My lists.