Portfolio View
Part of Project reporting and delivery metrics
Exporting project reports without losing their definitions
Keep filters, fields, reporting dates and metric rules with exported project reports so readers can interpret and compare them.
Keep a report's definition with every exported snapshot: its reporting date, source, filters, included fields and calculation rules. A file can preserve visible figures while leaving a later reader unable to tell what those figures counted.
Save the definition beside the file
Record the report owner, run time and time zone; included projects and work types; filters; statuses counted as complete or blocked; baseline version; date convention; and any manual adjustment. Note fields deliberately omitted from a shared copy. Give the snapshot and its definition the same version or reference so they stay together.
A report title is not enough. Saved filters, permissions and field selections can change. If the definition changes between reporting periods, identify the change before comparing those periods on a trend chart.
Check the export's scope
In Jira Service Management Cloud, Atlassian says a report's CSV export reflects the current view: a summary view exports summary statistics, while a details view exports only the work-item details shown there.
For a wider selection of work items or fields, Atlassian directs users to search and export results instead. In Jira Cloud search, CSV choices include all fields, current fields and, when using a filter, filter fields. These options do not mean every report export offers every field.
| Check | Question |
|---|---|
| Scope | Are the intended projects, period and filters represented? |
| Rows and totals | Do they match the view at the recorded run time? |
| Fields | Are the identifiers, dates and statuses needed by the recipient present? |
| Definitions | Can the recipient interpret “complete”, “blocked” and “variance”? |
| Access | Is the file appropriate for everyone receiving it? |
Export availability can also depend on an organisation's applicable data security policy. Atlassian's export-blocking control requires an eligible Guard plan and configured policy; its coverage has stated limits. Check the organisation's settings rather than assuming that an export option is available or that a restriction covers every way data can leave the tool.
Export scope: summary view vs. details view in Jira Service Management Cloud
- View Type
- Summary View
- Exported Data
- Summary statistics only (e.g., counts, totals)
- View Type
- Details View
- Exported Data
- Work-item details shown in the current view
Critical export checks for data integrity
- Scope Accuracy
- Are intended projects, period, and filters represented?
- Row and Total Match
- Do they match the view at recorded run time?
- Required Fields
- Are identifiers, dates, and statuses present?
- Definition Clarity
- Can 'complete', 'blocked', and 'variance' be interpreted?
- Access Appropriateness
- Is the file suitable for all recipients?
Preserve comparable trends
Retain the source query or filter, field mapping and calculation notes in an agreed record system. Annotate any period when a project is added, a status changes or an acceptance rule is revised. Before sending a file, open it, compare selected rows or totals with the source view and inspect its contents for information the recipients should not receive.
