Export formats and procedure

You can export a set of Work Items to various formats:

  • Microsoft Word document

  • Microsoft Excel

  • Comma-separated Values (CSV)

  • XML, with options for transforming to HTML, PDF, RTF, or plain text

  • Microsoft Project

You can select a subset of all existing items for export using a Search query in the Table, Live Plan, or Road Map views. Supported Microsoft Office versions are listed in the installation guide on Siemens' Doc Center.

Export Work Items to a document or other supported format

  1. In Table view, query the set of Work Items that you want to export.

    (Some licenses allow you to export in additional views like Tree view, but all licenses support Work Item export in Table view. )

  2. (Optional) Select the boxes beside the Work Items that you'd like to export.

    (Do not select any to export them all.)

    Tip:

    If your exporting multiple Work Item types, select the Work Item Type that you'd like to use as the default view first.

    If you select multiple Work Item Types the following dialog confirms your default view.

  3. Click and select Export.

    The Export Work Items dialog box appears.

  4. Select All found or Only Selected.

    If you manually selected multiple Work Item's to export, the Only selected is automatically selected for you.

    If you don't select any, or leave the default single Work Item selected, All found is selected for you.

    Note:

    In Tree view, All found exports the full tree of Work items.

    (Items that are duplicated in the tree are all exported and counted.)

    If you select the same Work Item multiple times manually in Tree view and click Only selected, then It is not duplicated and is only counted once.

    (A single copy of each selected Work Item is exported without the tree structure.)

  5. Select the Format that you'd like to export the Work Items to.

    (Depending on the Format option you choose, Steps 6 to 8 may or may not be available.)

  6. (Optional) Template: If shown, you can choose the template used to format the output.

    (Your choice may be overridden by a custom plugin implemented by your organization.)

  7. (Optional) Select fields from Available Columns that you want to include in the export and click Add ->.

    (If you know the ID of a field that you want to add you can also enter it in Field ID and click Add.)

    Select an added field and click Up and Down to change the column order.

  8. (Optional) csv: Comma separated values : If this format is selected, you can Remember this selection.

    (The fields and columns you chose are remembered for future csv: Comma separated values exports.)

  9. (Optional) If the Advanced options link appears, it leads to additional format-specific export options such as the Charset.

    Check the settings to be sure no changes are needed.

  10. Click OK.

    The Work Items are exported to your browser's download directory.

    (If you don't have a download directory defined, you are prompted to select a location.)

  11. Click to close the dialog or Show log to view the export's log.

Note:

Export template override:

Organizations can optionally implement restrictions via the plugin API to influence the template used for export to Microsoft Word and Excel, with restrictions on individual exports by individual users, to include a watermark in the exported documents and/or to conform to other required policies.

If such a plugin is in use, the Export Work Items dialog shows a message under the Template field when Word or Excel is selected as the target format: "The selected template may be substituted with one that complies with company policy."

Linked Work Items in exports

When you export Work Items to CSV or Excel Round-trip format, Work Items linked to and from the exported items can optionally be included in the exported document. Items linked via derived links, items cited in Subversion commit messages for example, can also be included in the export to CSV or Excel Round-trip.

You include linked Work Items in the export by adding one or more of the following from the Available Columns to the Selected Columns list in the Export Work Items dialog:

  • Externally Linked Work Items

  • Linked Work Items

  • Linked Work Items Derived

Repository Revision in exports

When you export Work Items to CSV or Excel Round-trip format, you can optionally include revision numbers of any linked repository revisions in the output. Revisions linked to linked Work Items will also be included. Revision numbers in the exported document are formatted as hyperlinks which lead to the revision in your Polarion portal, displayed in the Repository Browser.

You include linked revisions in the export by adding Linked Revisions, from the Available Columns, to the Selected Columns list in the Export Work Items dialog.