Download report data

Run the intended table in Reports before downloading. You need Reports Add permission as well as access to the information. The download is based on the complete matching result, including later pages, rather than only the rows visible on screen.

Prepare the displayed report

1. Choose Category and Information, select Fields, and set the required dates or optional Filters.
2. Select Run table. Check the rows, warnings, privacy omissions and table count.
3. Sort by clicking a supported column header and arrange columns by dragging their headers. The download follows the applied sort and column order.
4. If you have changed fields or filters since the last run, run again. Downloads remain disabled while those draft choices differ from the table shown.

See Build and filter a report for the full filter workflow.

Download CSV

Select Download CSV when the result contains rows. Wait for the completed download and the result message naming the information and row count. The CSV is a plain table using the selected columns. It does not include photo files, a generated assessment or a separate chart.

Clinical scope warnings remain in the exported information. When privacy exclusions apply, a Report exclusions column records them. Do not remove these warnings when interpreting a group note as evidence about one participant.

The complete result is captured for consistency during export. The limit is 50,000 rows, and size limits also apply. If the result is too large, narrow the dates, people, columns or conditions, run again and retry. An export that expires or whose access changes must be run again. A failed export does not provide a partial file to use as though it were complete.

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Download a care report as PDF

Download PDF is offered for these Shifts information choices:

Information	PDF content
Progress notes	The selected note information in readable record sections, with applicable scope warnings and exclusions
Delivered supports	The selected delivered-support records
Participant attendance	The selected participant-attendance records

1. Run one of these information choices and check the applied rows and selected fields.
2. Select Download PDF beside the CSV action.
3. For Progress notes, review the photo option described below and confirm the download. The other supported reports download the selected record information.
4. Wait for completion. Open the PDF and check the heading, dates, record scope and any exclusions before sharing it.

Long narratives continue across numbered pages. The PDF reports the selected saved data; it does not infer care outcomes or write an assessment. Other information choices continue to use CSV.

Include progress-note photos

The progress-note PDF dialog offers Include photos, initially off. Select it only when photos are needed and your role has document access. Photos appear on labelled pages with their record attribution. The option is separate from the table’s fields and conditions; CSV remains a plain table.

If a required photo cannot be downloaded, is no longer authorised, or makes the export exceed its size limit, the PDF fails instead of silently omitting it. Check the message. Narrow the report or retry without optional photos when that still meets your purpose. Do not describe the result as including photos if the option was off.

If a download control is missing

Confirm the table has rows and that you can create reports. PDF appears only for its supported information choices and current access. Finish any pending run or download, then check whether your edited draft still matches the displayed table. Read an error as a failed action, not as proof that there were no records.

Check a small export before using it

For a fictional participant-plan follow-up table, keep Participant, Status and plan dates in the intended order, apply the active-status condition and run it. Confirm the count and one known record before selecting Download CSV. Open the file and check its headings, dates and row count against the applied report. Blank values remain blank; they should not be interpreted as zero or automatically filled with guesses.

For a progress-note PDF, check the participant scope and narrative rows first. Leave Include photos off when the office task needs only the text; turning it on can add sensitive material and file size. Verify the completed document’s warnings and actual scope before sharing it. A report is an authorised copy of selected records, not a substitute for correcting a wrong source record.