Publish and export a report

Before you start

• You need an open report. See Create and manage reports if you haven't created one yet.
• Every report starts as Draft. The first export is what publishes it — there's no separate "publish" step.

Steps

Export a Draft report (this also publishes it)

1. On the report page, click Publish and Export in the top right.

2. The Publish and Export Report dialog opens, with the text Publish "<name>" and export to your preferred format. Under "Choose your export format:" pick PDF (Professional format) or CSV (Spreadsheet format), or click Cancel to back out.

   

3. The export runs right away in the page — the button you clicked shows "Exporting..." for a moment. You'll see a "Report published and exported as PDF successfully" (or "...as CSV successfully") message. No email or notification is sent.

Export an already-Published report

Once a report is Published, the same button is labeled Add Export instead. Click it, choose PDF or CSV in the Export Report dialog (Export "<name>" to your preferred format.), and the file is generated the same way — this doesn't create a second, separate report.

Find and download an export

After an export finishes, the page refreshes and the file appears as a new row in the Exported Documents card. The file is named Incenti Insights <report name> - <Mon D, YYYY>.pdf or .csv (characters like /, :, or ? in the report name are replaced with hyphens). Each row shows a PDF or CSV type badge, any linked projects, who exported it (avatar and name) and when, and a Download link.

There's no limit on how many times you can export — every export adds a new row; older exports stay listed and downloadable.

Active and Archived exports

The Exported Documents card has two tabs, Active and Archived, each with a count badge. New exports land under Active; archiving one moves it to Archived rather than deleting it. A tab with nothing in it reads "No active documents" or "No archived documents".

What's in the PDF and the CSV

Both formats carry the same figures, laid out differently: the PDF is formatted for sharing and the CSV for spreadsheets. Both open with your account's name (the PDF also places your account logo in the top-right of the first page) and both end with a "Powered by Incenti" mark. Some CSV labels differ from the on-screen ones. For the exact sections, columns, and label differences of each report type, see What's in an exported file.

Export again in another format

A published report's figures are locked, so every later export carries the same numbers. Click Add Export again to get the other format or a second copy. Each export creates a fresh document and doesn't overwrite or remove the earlier one, so both stay listed in Exported Documents.

Archive an exported document

1. In the Exported Documents card, use the ⋯ menu on a row and choose Archive.
2. A confirmation dialog, Archive document?, explains that "<name>" will be archived everywhere it is referenced and lists any other places the document shows up — projects, form responses, tasks, contacts, or other reports — so you know what else will lose access to it. Confirm with Archive, or use Unarchive later from the same menu to bring it back.

Link an exported document to a project

1. In Exported Documents, tick the checkbox on one or more rows. A "N document(s) selected" bar appears with a Link to Project button. The button is disabled when your account has no opportunities yet — there's nothing to link to. Create a project first (see Opportunities).
2. Click it. In the Link Documents to Opportunity dialog, choose a project from the picker (placeholder "Select an opportunity"), then click Link to Opportunity.
3. The document is now attached to that project's Documents (see Opportunities). This doesn't change the report page's own Connected Opportunities card, which tracks a different connection.

What happens next

• Publishing locks the report's inputs — every field becomes disabled and can't be changed afterward, for all three report types.
• Publishing can't be undone from the portal — there's no "unpublish." Archiving a report is separate from its Published status and doesn't change it.
• The list page's Published column fills in with the publish date once a report's first export completes.

Common questions

Q: I exported a PDF and spotted a wrong number. Can I fix it and export again? A: Not on that report — publishing locks its inputs, and an exported file is a snapshot of the figures at that moment. Create a new report with the corrected numbers and export that; archive the old one if you no longer need it.

Q: I published my Economic Impact report and now I can't edit the numbers. Is that a bug? A: No — that's expected. Publishing locks the inputs on every report type so the published figures can't drift from what was exported.

Q: Where is the delete button for an exported document? A: There isn't one. Use the ⋯ menu on the document's row in Exported Documents and choose Archive instead — the confirmation dialog will show you everywhere else that document is used (projects, responses, tasks, contacts, other reports) before you confirm.

Q: Can I export the same report as both PDF and CSV? A: Yes. Click Add Export (or Publish and Export for the first one) and choose the other format — each export adds its own row to Exported Documents rather than replacing the previous file.

Q: Where did my archived exports go? A: They're on the Archived tab of the Exported Documents card, next to Active. Use the row's ⋯ menu there and choose Unarchive to bring one back.

Q: Why is Link to Project greyed out? A: Because your account has no opportunities for the file to be linked to. Create a project first, then reselect the document and the button becomes available.

Q: Does the PDF include our logo? A: Yes — your account logo appears in the top-right of the first page of every report PDF, and an Incenti mark sits in the footer. Change the logo on your account page (see Account settings).

Q: My report name has a comma and the CSV columns are shifted. What happened? A: The CSV writes values separated by commas without quoting them, so a comma inside a name or a tax label splits that line into extra columns. Rename the report (or the offending row) without commas and export again.

Q: Can someone outside my organization open an export link? A: Yes. The download URL is public — anyone who has it can open the file without signing in. Share the link only with people who should see the figures, and re-export rather than forwarding an old link when the audience changes.

Related

• What's in an exported file
• Create and manage reports
• Economic Impact reports
• Fiscal Impact Analysis reports
• Loan Amortization reports
• Opportunities