Assessment data plays a critical role in ongoing compliance, audits, and future submissions. Having structured access to past responses allows teams to maintain consistency, reuse information effectively, and improve efficiency in future assessment submissions.
With the new Assessment Export feature, Engage enables users to securely export and download assessment data in multiple formats for structured record-keeping and reuse. These exports can also be leveraged with AI Autofill to accelerate future submissions and significantly reduce turnaround time.
Key Considerations
- An Export option is available within both active and submitted requests in Engage for Engage users with full request access and Engage admins.
- When Engage users click Export, a modal opens prompting them to:
- Select the preferred format (CSV, XLSX or PDF)
- Choose whether to include attachments
- Opt to receive an email notification once the export is ready
- Once initiated, the export runs in the background and does not interrupt the Engage user’s workflow.
- Export progress and completed files can be accessed through the Activity Panel[LR1] , which has been introduced to support export tracking and downloads.
- When the export is ready, Engage users can download the file directly from the Activity Panel.
- Contributors do not have access to export assessments.
Feature Overview
Accessing the Export Option
Engage users can initiate an export directly from the assessment view within both the Active and Submittedrequest sections. The Export option is available within the assessment page for quick access.
Engage Admins can also export assessments from the Submitted requests grid. The Export option is available directly within the grid view for completed submissions.
Selecting Export Preferences
When Export is clicked, a modal appears with configurable options. Within the modal, you can select the export format (CSV, XLSX or PDF), choose whether to include attachments, and opt to receive an email notification once the export is complete. This allows exports to be tailored based on workflow needs.
By default, format of export is not selected.
Export formats are available in .csv, .xlsx, and .pdf.
Background Processing
Once confirmed, the export begins processing immediately in the background. The portal remains fully usable while the export is being prepared.
Tracking Exports in the Activity Panel
Export progress and completed files are accessible through the Activity Panel, introduced to support export tracking and downloads.
From this panel, Engage users and admins can monitor export status and download completed files once ready.
Clicking the Activity icon opens the Activity Panel, where you can view a list of all exported assessments along with their current status and a download option once the export is ready.
Reviewing the Exported Content
XLSX Export
When exported in XLSX format and “Export with Attachments” selected, the export is downloaded as a ZIP file containing the Excel file along with all associated attachments.
The Excel file is structured across multiple sheets for better readability and organization:
- Assessment Overview – Summary details such as request identifier, completion status, participants, and key metadata
- Answered Questions – Detailed view of all questions, responses, comments, AI auto filled answers and additional fields
- Attachments – List of uploaded files mapped to their respective questions and their adjusted file names in the ZIP folder
This structured format makes it easier to navigate large assessments and reuse specific sections of data when needed. It specially helps in reviewing which questions were filled by the AI Autofill feature.
The ZIP folder: The XLSX export is downloaded as a ZIP file when attachments are selected, containing the Excel file and all associated documents.
Assessment Overview Tab: The Assessment Overview sheet provides a high-level summary including request details, progress, and participants.
Answered Questions Tab: The Answered Questions sheet contains a detailed view of all questions, responses, comments, AI autofilled answers, and related fields.
Attachments Tab: The Attachments sheet lists all uploaded files mapped to their respective questions for easy reference.
CSV Export
When exported in CSV format and “Export without Attachments” selected, the assessment is downloaded as a single file. If “Export with Attachments” is selected, the CSV file is downloaded along with the associated attachment files. This format provides a flat, structured view of the assessment data, making it easy to quickly scan responses or reuse data externally.
The CSV file includes:
- Assessment details such as request identifier and associated metadata
- All answered and unanswered questions along with other details such as section, question text, answer, comments, AI Autofill answers, and all the other fields
AI Autofill answers column helps in reviewing which questions were filled by the AI Autofill feature.
PDF Export
When exported in PDF format and “Export without Attachments” selected, the assessment is downloaded as a single file. If “Export with Attachments” is selected, the PDF file is downloaded along with the associated attachment files.
The PDF file includes:
- Assessment details such as request identifier and associated metadata
- All answered and unanswered questions along with other details such as section, question text, answer, comments, AI Autofill answers, and all the other fields
AI Autofill answers indicator helps in reviewing which questions were filled by the AI Autofill feature.
Frequently Asked Questions
- What is the difference between Engage user and admin export capabilities?
Engage users can export assessments from both Active and Submitted request sections within the portal. Admins can export assessments only from the Submitted requests grid. Active requests are not available for export from the admin view.
- Can Contributors export assessments?
No. Contributors do not have export permissions. Only Engage users with Owner access to the request and admins can initiate exports.[HB3] [SH4]
- What content is included in the exported file?
Exports include answered and unanswered questions, required field indicators, participant details, overall progress, comments, and optional attachments (excluding AI Autofill documents).
All filters applied within the portal at the time of export are honoured in the exported file.
- Where can exported files be downloaded?
Exported files can be downloaded from the Activity Panel within the portal. If email notification was selected during export initiation, the file can also be accessed via the email link.
- Is the export option available for assessments that were created before this release?
Yes. The export option is available for all eligible assessments already present in the portal, in addition to new assessments created after this release.
- Does the export reflect portal language and timezone settings?
Yes. Exported files and email notifications follow the Engage user’s selected portal language, and all timestamps reflect the browser timezone.
- How long are exported files available?
Exported files are retained for 7 days and are automatically removed thereafter.
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