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Export data from Workfront via Kick-Starts

Last update: Mon Nov 04 2024 00:00:00 GMT+0000 (Coordinated Universal Time)

CREATED FOR:

  • Admin

The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

As an ÃÛ¶¹ÊÓƵ Workfront administrator, you can use the Kick-Starts data exporter to export data from Workfront. You can use it in other applications after you export it.

Exporting data through Kick-Starts is also helpful in understanding what fields are associated with each object, how these fields are coded, as well as how the values of these fields are formatted in the database.

Access requirements

Expand to view access requirements for the functionality in this article.

You must have the following access to perform the steps in this article:

table 0-row-2 1-row-2 2-row-2 layout-auto html-authored no-header
ÃÛ¶¹ÊÓƵ Workfront plan Any
ÃÛ¶¹ÊÓƵ Workfront license

New: Standard

Or

Current: Plan
Access level configurations System Administrator

For more detail about the information in this table, see Access requirements in Workfront documentation.

Advantages and disadvantages of using kick-starts to export data

There are two ways to export data within Workfront:

  • Exporting data from a report or a list

    For more information about exporting data from a report or a list, see Export data.

  • Exporting data via kick-starts

The following table shows the advantages and disadvantages of each method:

Exported Data Includes Object and Field Values
Ability to Export Data around Multiple Object Types Simultaneously

Exporting Data from a List View

For more information about exporting data from a list, see Export data

Yes

Both Workfront native fields and custom fields associated with the objects are exported.

No
Exporting Data via Kick-Starts

Yes (limited)

Most Workfront native fields associated with objects are exported, but some are not. For example, you cannot export the Schedule, Project Owner, or Project Sponsor fields through a project kick-start export.

In a project that has a custom form attached, any data entered in the fields on the form is not exported.

But you can export a custom form. The resulting file lists the fields configured in the form, such as text boxes and radio buttons.

Yes

Using Kick-Starts to export Workfront data enables you to export data related to multiple object types in a single export. For example, you can include tasks, issues, and projects in a single export.

Export limits

The following limitations exist when exporting data via kick-starts (data is exported in an Excel file format):

  • 50,000 rows: The number of rows allowed in the file.
  • 65,530 hyperlinks: This is a limit imposed by Excel on documents that contain more than 65,530 hyperlinks. These documents cannot be opened after they are exported. Note that an Excel document may have just 200 rows of data, but if there are more than 65,530 links inside the document, the document does not open.

Export data via kick-starts

  1. Click the Main Menu icon Main Menu in the upper-right corner of ÃÛ¶¹ÊÓƵ Workfront, or (if available), click the Main Menu icon Main Menu in the upper-left corner, then click Setup Setup icon .

  2. Click System > Kick-Starts, then click Export Data.

  3. Select the object you want to export. By default, the following objects are displayed under What to include:

    table 0-row-3 1-row-3 2-row-3 3-row-3 4-row-3 5-row-3 6-row-3 7-row-3 8-row-3 layout-auto
    Object Exported Sheets of the Excel File Export Format
    Dashboard Parameter
    Parameter Option
    Parameter Group
    Category Parameter
    Category
    Report
    Portal Tab Section
    Dashboard
    Preferences    		 ZIP
    Report Parameter
    Parameter Option
    Parameter Group
    Category Parameter
    Category
    Report
    Preferences    		 ZIP
    Approval Step Approver
    Approval Step
    Approval
    Approval Process
    Preferences    		 Excel
    Custom Data Parameter
    Parameter Option
    Parameter Group
    Category Parameter
    Category
    Preferences    		 Excel
    Expense Type Expense Type
    Preferences    		 Excel
    Hour Type Hour Type
    Preferences    		 Excel
    Team Team Member
    Team
    Preferences    		 Excel
    User User
    Preferences    		 Excel

  4. Click More Options to see the full list of objects.

    All of the objects listed here can be used to also import data into Workfront.

    The only exception is the Access Levels object. The Access Levels data sheet that is included in an export is provided for reference purposes only. It allows you to assign an access level to a new user account by ID.

    For more information about importing data into Workfront via kick-starts, see Import data into ÃÛ¶¹ÊÓƵ Workfront using a Kick-Start template. The following is a list of all objects that can be exported through kick-starts:

    table 0-row-3 1-row-3 2-row-3 3-row-3 4-row-3 5-row-3 6-row-3 7-row-3 8-row-3 9-row-3 10-row-3 11-row-3 12-row-3 13-row-3 14-row-3 15-row-3 16-row-3 17-row-3 18-row-3 19-row-3 20-row-3 21-row-3 22-row-3 23-row-3 24-row-3 25-row-3 26-row-3 27-row-3 layout-auto
    Object Exported Sheets of the Excel File Export Format
    Access Level Access Level
    Preferences    		 Excel
    Assignment Assignment
    Preferences    		 Excel
    Company Company
    Preferences    		 Excel
    Email Template Email Template
    Preferences    		 Excel
    Expense Expense
    Preferences    		 Excel
    External Page External Page
    Preferences    		 Excel
    Filter Filter
    Preferences    		 ZIP
    Group Group
    Preferences    		 Excel
    Grouping Grouping
    Preferences    		 ZIP
    Hour Hour
    Preferences    		 Excel
    Issue Issue
    Preferences    		 Excel
    Job Role Job role
    Preferences    		 Excel
    Milestone Path Milestone
    Milestone Path
    Preferences    		 Excel
    Note Note
    Preferences    		 Excel
    Portfolio Portfolio
    Preferences    		 Excel
    Project Queue
    Project
    Routing Rule
    Queue Topic
    Preferences    		 Excel
    Resource Estimate Resource Estimate
    Preferences    		 Excel
    Resource Pool Resource Pool
    Preferences    		 Excel
    Risk Risk
    Preferences    		 Excel
    Risk Type Risk Type
    Preferences    		 Excel
    Scorecard Scorecard Questions
    Scorecard Option
    Scorecard
    Preferences    		 Excel
    Task Task
    Preferences    		 Excel
    Template Queue
    Template
    Routing Rule
    Queue Topic
    Preferences    		 Excel
    Template Assignment Template Assignment
    Preferences    		 Excel
    Template Task Template Task
    Preferences    		 Excel
    Timesheet Timesheet Profile
    Timesheet
    Preferences    		 Excel
    View View
    Preferences    		 ZIP

  5. Click Download.

    The exported kick-start file is downloaded to your computer either as an Excel file, or a . zip file containing multiple Excel and properties files. Each Excel file is a collection of sheets, where each sheet represents a field associated with the object you selected. There is a Properties sheet associated with every export.

    The Dashboard and Report options allow you to select specific dashboards and reports to include in the download. You can export only Dashboards, which are shared system-wide.

    You cannot export matrix reports. For more information about matrix reports, see Create a matrix report.

    Kick-Starts does not support Text Mode filters or groupings. For successful exporting, the reporting filters and groupings must be switched to Standard Mode.

    You can select up to 100 dashboards and 100 reports in a single export.

    Sample image in the Preview environment:
    Kickstart export

    Sample image in the Production environment:
    Kickstart export

    You can export multiple objects at one time.

  6. (Recommended) Analyze the exported data to ensure that all the information you expect to see was exported.

    For large exports, Workfront works in the background to produce the Excel file and gives you a warning message about the delay. The kick-start file is emailed to you when the download finishes.

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