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Export Data

The export functionality allows you to download submission and license request data in various formats for reporting and analysis.

Export Formats​

Excel (.xlsx)​

Best for:

  • Reporting and presentations
  • Pivot tables and analysis
  • Sharing with stakeholders
  • Formatted output

CSV (.csv)​

Best for:

  • Importing to other systems
  • Programmatic processing
  • Database imports
  • Simple text processing

How to Export​

From Dashboard​

  1. Navigate to the Dashboard
  2. Apply any search/filter criteria
  3. Click Export button
  4. Select format (Excel or CSV)
  5. File downloads automatically

From License Requests Page​

  1. Go to the License Requests page
  2. Apply filters if desired
  3. Click Export
  4. Choose format

Exported Data Structure​

The export flattens submissions and license requests into single rows:

ColumnDescription
Submission IDUnique identifier
DepartmentUnit/Department/Lab Group
Primary ContactContact name
Contact EmailContact email address
Chart StringBilling code

| MyID | User identifier | | Copilot | License status (TRUE/FALSE) | | Gemini | License status (TRUE/FALSE) | | ChatGPT | License status (TRUE/FALSE) | | Claude | License status (TRUE/FALSE) | | Created Date | When the submission was created |

Filtering Exports​

Export respects your current view filters:

  • Search term: Only matching records are exported
  • Department filter: Specific departments only
  • License type filter: Requests with specific licenses
  • Date range: Records within date range

Export All Data​

To export all data:

  1. Clear all search/filter boxes
  2. Click Export
  3. All accessible records are included

Export by Role​

Your role affects what data you can export:

Regular Users​

  • Export only your own submissions
  • Your license requests only

System Administrators​

  • Export all submissions from all users
  • Complete license request data

Using Exported Data​

Billing Reports​

Generate billing summaries by:

  1. Export to Excel
  2. Create pivot table
  3. Group by Chart String
  4. Sum license counts

License Inventory​

Track license distribution:

  1. Export to Excel
  2. Count licenses by type
  3. Identify departments with most licenses

User Lists​

Get list of users by license type:

  1. Export to CSV
  2. Filter by license column = TRUE
  3. Extract MyID column

Best Practices​

  1. Filter first: Apply filters before exporting large datasets
  2. Use Excel for reports: Better formatting and charts
  3. Use CSV for imports: Universal compatibility
  4. Archive exports: Keep records for auditing
  5. Sensitive data: Handle exported data per UGA data policies