Export

Export is the hand-off from an XPortal table to another working format. Before you choose a format, decide which rows belong in the hand-off and which columns the recipient needs.

The export rule

The standard table export follows a simple selection rule:

Selecting every row and selecting no rows produce the same row set when the table contains only the current data scope. The practical difference is intention: an explicit selection tells XPortal exactly which rows you reviewed. If you need a small subset, select those rows before opening Export.

What “all rows” means

“All rows” means the complete set available to the table or export action, not only the rows currently visible on the page of a paginated table. If the page has filters, search, a queue, or a selected row type, those controls define the table's current data scope unless the page provides a separate all-data option.

Before exporting, confirm:

1. You are in the correct organisation and on the correct page.
2. The correct row type is selected, such as one row per student or one row per enrolment.
3. Filters and search are intentional.
4. The selection count is either the exact subset you want or empty because you want all rows in scope.
5. The export count matches your expectation.

The column rule

XPortal exports only the columns toggled on in that table. A field that exists in the database or is available in the column chooser is not included unless its column is currently visible.

That means:

• Turning a column off removes it from the export.
• Turning a column on includes it in the export.
• Reordering visible columns changes the order of the exported columns where the page supports column reordering.
• Hidden columns are not silently added to CSV, Excel, or Google Sheets.
• A page may mark a particular field as non-exportable; when it does, that field remains excluded even if it is visible.
• A page may apply a small amount of format-specific presentation, but it does not use hidden columns to fill in missing information.

A worked example

Imagine the table contains 250 rows and 12 available columns. You leave four columns visible: Student ID, First Name, Status, and Program.

The export does not become 12 columns just because the other eight fields are available in the table configuration.

Export step by step

1. Prepare the table. Apply the required filters, choose the row type, and turn on only the columns needed for the recipient.
2. Decide the row scope. Select specific rows for a subset, or leave all rows unselected to export the full current scope.
3. Select Export.
4. Choose CSV, Excel / XLSX, or Google Sheets where that destination is available.
5. Read the row count and review the visible-column state before confirming.
6. Open the downloaded file or the returned Google Sheet and check the header row and a few records.

If the row count or header list is wrong, cancel the export, correct the table state, and try again. Do not rely on deleting unwanted rows or columns after the file has been shared.

CSV

CSV means comma-separated values. It is a plain-text interchange file with one header row and one row of values per record.

Use CSV when

• Another system asks for a simple import file.
• You need a format that can be opened by almost any spreadsheet or data tool.
• You want a lightweight file for a short-lived hand-off.
• You need to inspect the raw values without workbook features.

What to expect

• The file downloads with a .csv extension.
• The first row contains the exported visible column headings.
• Each subsequent row represents one exported record.
• CSV does not preserve workbook formatting, formulas, multiple sheets, or frozen panes.
• Spreadsheet software may interpret dates, numbers, long identifiers, or leading zeroes according to its own import rules.

CSV checklist

Use CSV when the receiving system needs values rather than presentation. After opening it, check identifiers, dates, currency values, and any fields with leading zeroes. If the recipient needs filters, formulas, or a formatted workbook, use Excel instead.

Excel / XLSX

Excel / XLSX creates a native spreadsheet workbook. It is a good choice when the recipient needs to continue working with the export in Microsoft Excel or another compatible spreadsheet application.

Use Excel when

• The recipient needs to sort, review, calculate, or annotate the data.
• Numeric values should remain usable as spreadsheet values.
• The file will be part of a recurring operational review.
• A workbook is more useful than a plain-text interchange file.

What to expect

• The file downloads with an .xlsx extension.
• The exported data is placed in a workbook sheet.
• The header row contains the visible columns from the table.
• Hidden table columns are still excluded.
• The export does not include XPortal's table controls, filters, row-selection checkboxes, or action buttons.

Excel is a better working format than CSV, but it is not a substitute for the source record. If you correct a value in the workbook, that correction does not update XPortal. Make authoritative changes in XPortal and create a new export when needed.

Google Sheets

Google Sheets sends the export to the connected Google Sheets integration and opens the resulting spreadsheet. It is useful when the next step is shared review or collaboration rather than saving a local file.

Use Google Sheets when

• A team needs to review the same export together.
• The recipient already works in Google Drive.
• You need a shareable spreadsheet link instead of an attachment.
• The export will be used as a temporary operational working sheet.

What to expect

1. XPortal prepares the same row and visible-column scope described above.
2. XPortal sends those rows and columns to the Google Sheets export service.
3. A spreadsheet is created and XPortal returns its URL.
4. XPortal opens the URL in a new browser tab where possible. If the browser blocks the new tab, it may navigate the current tab instead.

Google Sheets requires a working connection. If XPortal reports that you need to reconnect, reconnect the integration and repeat the export. If the sheet opens successfully, verify the title, header row, row count, and sharing permissions before sending the link to anyone else.

Google Sheets safety

Treat a Google Sheet as a copy of the data, not as the authoritative XPortal record. Limit the sheet's sharing scope, remove access when the task is complete, and avoid placing student or financial information into a broadly shared document.

Export troubleshooting

The file has fewer rows than expected

Check whether one or more rows are selected. A non-empty selection intentionally takes priority over the full table scope. Clear the selection and export again if you need all rows.

The file has fewer columns than expected

Open the table's Columns control and turn on the missing columns. Export again after confirming that the table now shows the required fields.

A filtered result is missing from the export

Check the active filters, the search term, and the row type. If the page is paginated, confirm that you are using the page's full current-scope export rather than a page-only action.

Google Sheets does not open

Check the Google Sheets connection, allow the browser's pop-up if prompted, and retry. If the integration is disconnected, reconnect it before exporting again.

Final hand-off checklist

• Correct organisation and page
• Correct row type
• Correct filters and search
• Correct selected-row scope
• Correct visible columns
• Correct format for the recipient
• Row count and headers checked after export
• File or sheet stored and shared safely