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Downloading PDFs and Exports

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Micall Searles
Micall Searles
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Contents

Overview 

This article shows Program Admins how to download exported files in Next. 

Screenshots and icons vary: The screenshots in this article show examples of exports. The icon/button or links you see may look different depending on what you're exporting, but the steps are the same. 

How to Download Files in Next 

Two Download Methods

In Next, there are two ways an exported file can be downloaded

A. Downloads Page: 

  • After you click export, the file processes in the background while you keep working. 
  • You'll get an email confirmation when it's ready. 
  • You must go to the Downloads page in the platform to download the file.

B. Direct Download: 

  • After you click export, the file downloads directly to your device immediately, or it takes a few minutes to prepare. 
  • If it needs to prepare, you download it from the same page you started on — either by waiting there or by returning through a link in your email.
     

💡Tip: How to Know Which Download Experience You'll Get 

  • Look at the green confirmation message that appears in the bottom-left corner of the screen after you export the file (see more details and screenshots in the sections below). 

➜ If the message mentions the Downloads page, then you must navigate to the Downloads page to access it. 

➜ If the message doesn't mention the Downloads page, then your file will either download to your device immediately or you can access a download button from that same page once the file is prepared. 

Downloads Page Experience

What is the Downloads Page? 

The Downloads page is a central location in Next where exports are processed in the background and appear once they're ready. It's designed to handle larger files without timeouts. 

Files That Use the Downloads Page

The following exports currently use the Downloads page:

  • Application Package exports (from within an application)
  • All Applications Data exports (from intake and review rounds)
  • Custom View exports (from intake and review rounds)
  • Awardee Details exports (from the Awarding page in a cycle)
  • Award Agreement exports (from the Awarding page in a cycle or within an individual award agreement)
  • Docusign Envelope Management exports (from the Envelope Management page in a cycle)
  • Progress Report exports (from within an individual progress report)
  • Profile Import Results exports (after you complete a profile import) 
  • Participant Network exports (From the Participant Network page)
  • Sign-Up Log exports (from the Sign-Up Logs tab within the Logs page)

Step-By-Step Instructions

Step 1: Export a File

  1. Access the item you want to export. 
  2. Click the export icon or link to start the download. 

The icon/button or link you'll see depends on what you're exporting. 

➜ Export Icons:

➜ Example - Application Package Download/Export: 


➜ Example - Participant Network Download/Export: 


3. A pop-up appears stating that you'll receive an email when the download is complete. Click Download to start the export. 


 

  • A green confirmation message appears in the bottom-left corner of the screen stating that your file will appear on the Downloads page when it's complete. 

 

Step 2: Access the Downloads Page

  • When your ZIP file is ready for download, you'll receive an email confirmation notifying you that it's ready.
  1. In the confirmation email, click the Go to Download Page button to open the Downloads page in your account.  

💡Tip: To get to the Downloads page manually: 

  1. Click your profile icon or name in the top right corner of your account.
  2. Select Downloads from the dropdown menu. 

"Downloads" may not appear in the dropdown if you are inside a program; to ensure it appears, click an item from the top menu (e.g., Opportunities, Programs, etc.) to get to the organization level, then click your name/profile icon again. 



 

  • The Downloads page appears. On the Downloads page, all completed exports that you generated will appear in a list showing the file name, file type, date requested, and download status. If you have a lot of downloads, see Filter & Check Download Status below to narrow the list.

Step 3: Download Your File

  1. Locate the file you want to download, then click the download icon under the Actions column on the far-right. 


     
  2. The file will download to your device. Open it from your browser's downloads folder. 


     

Filter & Check Download Status

➜ Use these tools to find a specific export on the Downloads page:

a. Search: Use the search bar to search by file name.

b. Show per Page: The list defaults to 10 results per page. You can increase the number of results shown per page.


c. Filter: 

  • Use Filters to narrow the list by status, date range, and program. 
    • Apply filters alone or in combination.
    • Click Clear Filters to reset, Cancel to close the pop-up, or Apply to apply your selections.
    • Available filters:
      • Type: Narrow the list to one file type (For example, clicking "Application" shows only application downloads from intake and/or review rounds)
      • Status: Narrow the list by download status (Initiating, Processing, Generated, Failed)
      • Date Range: Select dates from the calendar dropdowns or enter them manually
      • Program: Select from the list of programs you have access to 

➜ Click the clock icon next to a file's status to view the status history for that download. 

Direct Download Experience

  • For Direct Downloads, some files download immediately; others take a few minutes to prepare first. 

Step-By-Step Instructions

Step 1: Export a File

  1. Click the export icon or link to start the download. 

The icon/button or link you'll see depends on what you're exporting. 

➜ Export Icons:
➜ Example - Export all Progress Reports


2. In the pop-up, read the instructions, then click Export. 

 

  • A green confirmation message appears in the bottom-left corner of the screen notifying you that the export is queued. 

This confirmation message doesn't mention the Downloads page, which means you'll return to this screen to access your download. 

 

Step 2: Access the File

  • You'll access the file from the page in the platform where you originally generated the download. If the export triggered an email, you can also access the page by clicking the Download button in the email. 


2. On the page you initiated the download from, a Download button will be visible. Click it to download the file. 


 

In some cases, the Download button opens a dropdown, where you'll need to select what you'd like to download (as shown in the example below for "All award progress reports"). 


3. The file will download to your device. Open it from your browser's downloads folder.

 

 

 


 

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