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Export Grid Data

Export work items, projects, and grid data to external tools like Excel and Microsoft Project for analysis, reporting, and project management.

Permission requirement: You can export any grid data you have permission to view. Export permissions follow your project access: if you can see the data in Agility, you can export it. Sensitive data is not included in exports beyond your access level.

Export Options​

Digital.ai Agility supports exporting the following data types:

  • Work items and grid data to Excel spreadsheets
  • Closed work items with proper identification
  • Project data to Microsoft Project format
  • Custom field mappings and hierarchy structures
  • Filtered data based on your current grid view

Export work items to Excel​

Export any grid data to Microsoft Excel for further analysis, reporting, or presentations.

How to export to Excel​

  1. Navigate to any grid containing the data you want to export. For example:
    • Click the hamburger menu Hamburger icon > Product > Backlog for product backlog items
    • Click the hamburger menu > Sprint > Storyboard for sprint stories
    • Click the hamburger menu > Portfolio > Planning for portfolio items
  2. Click the wrench icon in the far right corner of the grid.
  3. Click Export.
  4. Follow your browser prompts to save the file to your computer.

What gets exported​

  • All grid columns: Data from all visible columns in your current view
  • Complete dataset: All data across multiple grid pages, not just the current page
  • Current filters: Only items matching your applied filters
  • Custom columns: Any customized column configurations you've set

Excel format considerations​

  • File format: Exports in Excel-specific HTML format with .xls extension
  • Format warning: You may see a format mismatch warning - this can be safely ignored
  • Native Excel format: To get true .xls or .xlsx format, save the file from within Excel
  • Formatting preservation: Some grid formatting may not transfer to Excel

Export closed work items​

Handle closed work items separately since they lose their strikethrough formatting when exported to Excel.

Challenge with closed items​

  • Grid display: Closed items show as strikethrough text in grids
  • Excel limitation: Strikethrough formatting is lost in Excel export
  • Identification issue: Cannot distinguish closed from open items in exported data

Option 1: Copy and paste method​

  1. Click the search icon in the header, then click Advanced Search.
  2. Select the Deleted checkbox and click Search.
  3. Select and copy the items from the search results grid.
  4. Open Excel and click Paste Special.
  5. Choose HTML format when prompted.
  6. Save the Excel file to your computer.

Option 2: Use the Digital.ai Agility API​

  • Best for large datasets: More efficient for exporting many closed items
  • Programmatic access: Query closed items directly through the API
  • Complete control: Filter and format data as needed
  • Learn more: See Getting Started with the API documentation

Export projects to Microsoft Project​

Transfer project and scope data to Microsoft Project for advanced project management and scheduling.

How to export projects​

  1. Click the hamburger menu Hamburger icon.
  2. Navigate to Admin Admin icon > Projects.
  3. Click the + icon to expand the Project Tree.
  4. Click the Add Child Project dropdown and select Export MPX.
  5. Follow prompts to save the file, then import into Microsoft Project.

Project hierarchy structure​

The exported file creates hierarchy based on your Digital.ai Agility structure:

  • Project Tree: Top-level project organization
  • Sprints/Iterations: Time-based containers
  • Stories: Feature-level work items
  • Backlog Items: Individual requirements
  • Tasks: Implementation-level work

Field mapping to Microsoft Project​

Standard Microsoft Project fields: Most data maps to standard fields

Custom field mappings:

  • Custom Number 1: Initial Estimate
  • Custom Number 2: Backlog Item Estimate
  • Custom Number 3: Task Estimate
  • Custom Number 4: Backlog Item ID
  • Custom Number 5: Task ID
  • Custom Number 6: Done
  • Custom Number 7: To Do
  • Custom Text 1: Item Number
  • Custom Text 2: Priority
  • Custom Text 3: Risk
  • Custom Text 4: Backlog Group
  • Custom Text 5: Team

Export tips and best practices​

Before exporting​

  • Customize your view: Add relevant columns using grid customization
  • Apply filters: Export only the data you need
  • Check permissions: Ensure you have access to all items you want to export

After exporting​

  • Verify data: Check that all expected information transferred correctly
  • Format in target tool: Apply formatting and analysis in Excel or Microsoft Project
  • Save in native format: Convert to proper file formats as needed

Performance considerations​

  • Large datasets: Consider using API for very large exports
  • Network impact: Large exports may take time depending on data volume
  • Browser limits: Some browsers may have restrictions on file download sizes

Troubleshooting​

Why didn't my export file download?​

Browser settings often block downloads:

  • Pop-up blocker: Your browser may have blocked the download. Check for blocked pop-up notifications in your address bar and allow downloads from Agility.
  • Download location: Check your browser's default download folder. Files may have downloaded without notification.
  • Security software: Antivirus or firewall software may have quarantined the file. Check security software logs and whitelist Agility exports.
  • Try again: Click Export again. Temporary network issues may have interrupted the first attempt.

Why does Excel show a format warning when opening my export?​

This warning is normal and can be safely ignored:

  • HTML format: Agility exports in Excel-specific HTML format with .xls extension, which triggers a format mismatch warning.
  • Click Yes: Click "Yes" to open the file. Data will display correctly despite the warning.
  • Save as native Excel: To remove the warning permanently, open the file in Excel and save as native .xlsx format.
  • Data integrity: The format warning does NOT indicate data corruption. All exported data is intact.

Why did my large export fail or time out?​

Large datasets can exceed browser or server limits:

  • Reduce dataset: Apply filters to export smaller subsets of data instead of everything at once.
  • Use API: For very large exports (thousands of items), use the Digital.ai Agility API which handles larger datasets more efficiently.
  • Browser timeout: Some browsers timeout after 2-5 minutes. Try a different browser or break the export into smaller chunks.
  • Network stability: Ensure stable internet connection. Unstable connections can interrupt large file transfers.

Why don't closed items show strikethrough formatting in Excel?​

Excel cannot preserve strikethrough formatting from HTML exports:

  • Format limitation: Excel imports lose the strikethrough formatting used for closed items in Agility grids.
  • Use Status column: Add the Status column to your export to identify closed items. Sort by Status to group closed items together.
  • Copy-paste method: Use the copy-paste method described above to preserve more formatting, including strikethrough.
  • Apply formatting in Excel: After export, filter for closed items and apply Excel strikethrough formatting manually if needed.

Why are some items missing from my export?​

Exports respect filters and permissions:

  • Active filters: Only items matching your current grid filters are exported. Clear all filters to export everything you have access to.
  • Permission restrictions: You can only export items in projects you have access to. Contact your administrator if expected items are missing.
  • Context Navigator selection: Verify your Context Navigator (Project Navigator) is set to include all desired planning levels. Single View mode excludes child projects.
  • Closed items: By default, closed items may not appear. Check "Include Closed Planning Levels" or use Advanced Search to export closed items.