Contents
- Overview
- What is a Progress Report Data Export?
- ⚠️Important Notes
- Step-By-Step Instructions
- What's in Your Progress Report Export
Overview
This article shows Program Admins how to export progress report data from the Progress Reports page and how to find the file on the Downloads page in Next.
What is a Progress Report Data Export?
A progress report data export is a ZIP file of awardees' progress reports from your award cycle. Inside, you'll find one CSV file for each progress report form. Each row in the file is one awardee's report. For example, if your cycle uses an Interim Report and a Final Report, your ZIP will have two CSV files, one for each form.
Each row includes award and awardee details, report dates and status, review comments, and the awardee's answers on the form. If the form includes the awardee's profile, those details are included too.
-
Who can export progress reports:
- Organization Owners
- Client Admins
- Program Owners
- Program Managers
🔍 Looking for a PDF of a single report instead? Follow these steps instead:
- In the award cycle, click Progress Reports under the Post-Award section in the left-hand menu. In the table, find the awardee whose report you want to download, then click the hyperlinked Report Name. In the report, click the download button
in the upper-right corner of the screen.
⚠️Important Notes
Scheduled and Draft reports aren't included in the download. Each CSV includes reports with the following statuses: Submitted, Late Submitted, Approved, Rejected, Revisions Requested, or Overdue.
If you've requested revisions, the report shows the awardee's last submitted answers. Changes they're still working on aren't included until they resubmit.
Step-By-Step Instructions
Step 1: Access Progress Reports
- In the award cycle, click Progress Reports under the Post-Award section in the left-hand menu.
- Optional Step: To export only certain progress reports, filter or search your list before exporting:
-
Filter: Click the filter icon
next to a column header, then choose and apply your filters. (Example: Filter the Status column to “Approved” to export only approved reports).
-
Search: Enter a keyword in the search bar. (Example: Search by awardee name to export one awardee's reports).
If you use filters or search, your file will include only the reports that match.
Sorting or showing/hiding columns only changes what you see on screen - it will not change what gets exported or how the file is formatted.
Reminder: Scheduled reports won't be in your file, even if they match your filters or search.
Step 2: Export Progress Reports
- Click Actions in the upper-right corner of the screen, then select Export All Progress Report Data or Export Filtered Progress Report Data if you applied a filter and/or search term.
If you want to include all submitted progress reports in your file, confirm that the Actions menu shows Export All Progress Report Data. If it shows Export Filtered Progress Report Data, clear your filters and search terms first.
- A pop-up appears stating that you'll receive an email when the download is complete. Click Export to start the export. Your file is created in the background.
- 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 ready.
Step 3: Download Your ZIP File
When your file is ready for download, you'll receive an email confirmation notifying you that it's ready.
- In the confirmation email, click Go to Downloads Page.
To access the Downloads page in the platform instead:
- Click your profile icon/name in the upper-right corner of your account, then select Downloads from the dropdown (Note: If you don't see Downloads in the menu, you may be inside a program. Click an item in the top menu, like Programs, to get to the organization level, then click your profile icon again).
2. In the Downloads page, click the download icon in the Actions column on the far-right of your file.
3. The ZIP file will download to your device. Open it from your browser's downloads folder.
Example:
What's in Your Progress Report Export
How the Files Are Organized
Your export downloads as a ZIP file. Inside, you'll find one CSV for each progress report form in your cycle. Each CSV includes reports that are Submitted, Late Submitted, Approved, Rejected, Revisions Requested, or Overdue. Scheduled reports and drafts aren't included.
For example, if your award cycle uses a Quarterly Update form and a Final Report form:
- Your ZIP file will have two CSVs, one for each form.
- Each report is its own row. (For example, if an awardee submits the Quarterly Update form three times, they'll have three rows in the Quarterly Update CSV).
- Amounts show as plain numbers, like 1500.00, with no dollar sign.
- Dates and times are in UTC (Coordinated Universal Time).
Columns in Each CSV
Columns in the file will appear in this order:
| Column in CSV File | What it shows |
| Award Name | Name of the award the report belongs to. |
| Award Amount | Current award amount at the time of export. |
| Awardee Name | Name of the individual or organization that received the award. |
| Progress Report Name | Name of the report, as set in the award agreement. |
| From (in UTC) | Start date of the reporting period. |
| To (in UTC) | End date of the reporting period. |
| Due Date (in UTC) | Date the progress report is due. |
| Submitted On (in UTC) |
Date the awardee submitted the report. Blank if Overdue. |
| Status | Report's current status (Submitted, Overdue, Late Submitted, Approved, Rejected, Revisions Requested, or Overdue). |
| Approved/Rejected On (in UTC) |
Date the report was approved or rejected. Blank if no decision has been made yet. |
| Comment |
Program Admin's comment when they approved or rejected the report. Blank if no comments were made. |
| Awardee's email address | |
| Form questions |
One column for each question on the progress report form, with the awardee's answers. Blank if unanswered. |
| Profile fields | The awardee's profile details, if Include profile in report form is turned on for that report form. Not included otherwise. |
Related Articles
➡️Downloading PDFs and Exports
➡️Request Progress Report Revisions
➡️Approve or Reject a Progress Report
What did you think of this article? Please leave a comment below!
Your feedback helps us improve the experience for everyone.
Related to
Comments
0 comments
Please sign in to leave a comment.