The Reports & Exports module in Octayne PSA provides tools to generate, download, and manage data exports across projects. Exports are available in multiple formats and types, covering time entries, expenses, billing codes, and professional summaries. Both organization-wide and project-level exports are supported.
Exports are essential for external reporting, client deliverables, accounting reconciliation, and internal analysis that goes beyond the built-in dashboards.
[Screenshot: Reports & Exports page showing the export list with columns for Name, Type, Date Range, Status, and Created Date]
[Screenshot: Navigation Menu with Reports & Exports highlighted]
Note: Access to Reports & Exports requires the reports:view_reports permission. If you do not see this option in the Navigation Menu, contact your organization administrator.
Follow these steps to generate a new data export:
[Screenshot: New Export form showing project multi-select, export name field, export type dropdown, date range selector, and Export button]
Tip: Use descriptive export names that include the date range and project name. This makes it much easier to locate specific exports in the Export History later.
Note: Export generation may take a few moments depending on the volume of data. The export status will change from Processing to Ready when the file is available for download.
Octayne PSA offers the following export types, each designed for a specific reporting need:
| Export Type | Internal Code | Description |
|---|---|---|
| Summary by Professional (All Members) | USER_EXPORT |
Aggregated time summary for all team members on the selected projects. Shows total hours, billable hours, and utilization per person. |
| Detailed by Professional (My Entries) | MY_TIME_ENTRY_EXPORT |
Line-by-line detail of your own time entries for the selected projects and date range. Includes date, project, task type, hours, and notes. |
| Summary by Billing Code | TASK_TYPE_EXPORT |
Aggregated time summary grouped by billing code (task type). Shows total hours and amounts per billing code across selected projects. |
| Detailed by Professional (All) | TASK_TYPE_TIME_ENTRY_EXPORT |
Line-by-line detail of all team members' time entries, grouped by billing code. Provides the most granular view of time data. |
[Screenshot: Export Type dropdown showing time entry export options]
| Export Type | Internal Code | Description |
|---|---|---|
| All Expenses | EXPENSE_EXPORT |
Complete list of all expenses across selected projects. Includes date, project, category, amount, billable status, and status. |
| My Expenses | MY_EXPENSE_EXPORT |
Your own expenses only, filtered by the selected projects and date range. |
| By Category | EXPENSE_CATEGORY_EXPORT |
Expenses aggregated by expense category (e.g., Travel, Meals, Software). Shows totals per category. |
| By Project | EXPENSE_PROJECT_EXPORT |
Expenses aggregated by project. Shows total expenses per project for the selected date range. |
| By Professional | EXPENSE_PROFESSIONAL_EXPORT |
Expenses aggregated by team member. Shows total expenses per person across selected projects. |
[Screenshot: Export Type dropdown showing expense export options]
Tip: For accounting reconciliation, the All Expenses (EXPENSE_EXPORT) type provides the most complete dataset. For management reporting, the By Category or By Project types are more useful.
The Reports & Exports page maintains a history of all generated exports:
[Screenshot: Export History list showing multiple exports with Name, Type, Date Range, Status, and Download columns]
Note: Exports are retained in the history for 90 days by default. Download exports you need to keep before they expire, or contact your admin about retention policy settings.
To delete an export from the history:
Warning: Deleting an export removes the generated file permanently. If you need the data again, you will have to create a new export with the same parameters.
Tip: Periodically clean up old exports to keep your Export History manageable. Exports that are no longer needed can be safely deleted since they can always be regenerated.
In addition to organization-level exports, you can generate exports scoped to a specific project:
Project-level exports are pre-filtered to the selected project and do not require you to select projects in the export form.
[Screenshot: Project view with the Exports tab selected, showing project-specific export history and New Export button]
Tip: Project-level exports are convenient when you need to pull data for a single project quickly, such as when preparing for a client status review.
Organization-level exports (accessed from Reports & Exports in the main Navigation Menu) span multiple projects and provide cross-project reporting capabilities. Use organization-level exports when you need:
Note: Organization-level exports include data from all selected projects. Be mindful of data sensitivity when sharing exports that span multiple clients or engagements.
When creating an export, the following date range options are available:
| Preset | Description |
|---|---|
| Last 7 Days | The previous 7 calendar days from today. |
| Last 30 Days | The previous 30 calendar days from today. |
| Last 3 Months | The previous 3 calendar months. |
| Last 6 Months | The previous 6 calendar months. |
| This Month | The current calendar month (1st through today). |
| Last Month | The previous full calendar month. |
| This Quarter | The current fiscal quarter. |
| Last Quarter | The previous full fiscal quarter. |
| This Year | January 1 through today. |
| Last Year | The previous full calendar year. |
For date ranges not covered by presets:
[Screenshot: Date range selector showing preset options and custom date picker fields]
Tip: When generating exports for client invoicing, use a custom date range that matches the exact billing period to ensure consistency between the export and the invoice.
Access to the Reports & Exports module is controlled by the following permission:
| Permission | Description |
|---|---|
reports:view_reports |
Grants access to the Reports & Exports page and the ability to create, view, download, and delete exports. |
Additional considerations:
reports:view_reports can generate exports for any project they have access to.Note: If you need access to Reports & Exports but do not see it in your Navigation Menu, contact your organization administrator to request the reports:view_reports permission.
| Issue | Possible Cause | Resolution |
|---|---|---|
| Export status stuck on Processing | Large data volume or a system processing delay | Wait a few minutes and refresh the page. If the status remains Processing for more than 15 minutes, try creating a new export. Contact support if the issue persists. |
| Export file is empty | No data exists for the selected projects and date range | Verify that time entries or expenses exist for the selected parameters. Adjust the date range or project selection and try again. |
| Cannot find the Reports & Exports menu item | You lack the reports:view_reports permission |
Contact your organization administrator to request access. |
| Export fails with an error | Data inconsistency or system error | Try regenerating the export. If it fails again, try a smaller date range or fewer projects to isolate the issue. Contact support with the export ID if errors persist. |
| Download link is not working | The export file may have expired from storage | Regenerate the export to create a fresh download link. Exports older than 90 days may have their files purged. |
| Cannot select certain projects | You do not have access to those projects | You can only include projects you are a member of (unless you are an admin). Contact your admin if you need access to additional projects. |
Q: What file format are exports generated in?
A: Exports are generated as CSV files by default. Some export types may also be available as Excel (XLSX) files. The format is indicated on the download link.
Q: Can I schedule recurring exports?
A: Automated recurring exports are not currently available through the UI. For recurring reporting needs, consider using the Octayne PSA API to script automated exports on a schedule.
Q: Is there a limit on the number of exports I can create?
A: There is no hard limit on the number of exports. However, very large exports (spanning many projects over long date ranges) may take longer to process and generate larger files.
Q: Can I export data for a single team member across all projects?
A: The Summary by Professional (All Members) export includes all team members. After downloading, you can filter the CSV for the specific team member. Alternatively, that team member can use the My Entries export type for their own data.
Q: Who can see my exports?
A: Exports you create are visible to you and to organization admins. Other users cannot see your exports unless they have admin access.
Q: Do exports include data from all time entry statuses?
A: By default, exports include entries in Submitted, Approved, and Invoiced statuses. Open and Rejected entries are typically excluded from standard exports. Check the export type documentation for specific inclusion rules.
Q: Can I re-run an export with the same parameters?
A: There is no "re-run" button, but you can create a new export with the same parameters. The original export remains in the history until deleted or expired.
Q: How do project-level exports differ from organization-level exports?
A: Project-level exports are pre-scoped to a single project and accessed from within the project view. Organization-level exports allow multi-project selection and are accessed from the main Reports & Exports page. The available export types are the same.
Member dashboards, settings, roles, and permissions matrix.
