Exporting and Printing

TaskRay offers different ways to export and/or print projects and tasks. These options are available if you need to share TaskRay data with stakeholders in an exported format. 

Exporting is available in some of TaskRay's main views, including Plan, Spreadsheet, and Portfolio. 

Plan View

It is possible to export Plan View in print and CSV formats.

1. In Plan View, select the projects that you want to print or export using the project list in the left sidebar. These projects and their tasks will be displayed on your board.
   
   
   TaskRay Pro Tip
   You can also add columns to the board to display task information. Added columns will also be reflected in the export. To add a column, click on the + icon in the Projects & Tasks sidebar header and select one of the options. If you are not seeing the full field values in the columns in the print version, you can adjust the column width in TaskRay by moving the right edge of the column. The width that you set in TaskRay will be reflected in the print export.
   
2. Click on the Export button in the Plan View toolbar and select Print or CSV.
   
3. If you select Print, this will open the Print Options window. Customize your printing options:
• Paper Size: Select from one of the common paper size options or set custom dimensions.
• Layout: Select between Landscape or Portrait.
• More Options:
  • Scale: Set whether you want the export to fit on one page, fit page width, or fit page height.
  • Date Range: Set the date range for the export by entering a Start or End date.
  • Projects & Tasks Sidebar: Select whether you want the Plan View sidebar (including any added columns) to be included in the export.
  • Show Internal Only Tasks: Select whether you want to display Tasks that have been marked as Internal Only in the export. This option is only available if you have Internal Only Tasks in a selected Project.
  • Hide Plan View Timeline: Select whether you want to show the Plan View Timeline (Year, Month, Week, Day, etc.) in the export.
  • Hide/Show Task Groups: Select whether you want to hide specific Task Groups from being included in the export.
  • Customize Header & Footer: Select whether you want to customize the content of the header and footer in the export. You can customize the Header Image, Document Title, Header Notes, and Footer Notes.
4. If you select CSV, the selected Project(s), Tasks, and any added columns will be exported to an editable CSV file.

TaskRay Pro Tip
When customizing the Header & Footer, the Header Image, Document Title, Header Notes and Footer Notes are mapped to specific sections of the printable view:

The Document Title, Header Notes, and Footer Notes each support multiple lines of text, but are limited based on available space in the printable view. For this reason, including large amounts of content in these fields is not recommended.

You can also include baselines when you print projects. To include baselines in the print export, make sure that you have a single project selected on the board and then click on the Baselines button in the toolbar. From here, select the baseline that you want to see under Show Baselines and click on it. The selected baseline will be visible in the export.

Export Baseline Information 

It is possible to export all baseline information from a selected project.

1. In Plan View, in the left sidebar, click on a project on which you want to export baselines to enter single project view. Alternatively, you can use Single Project Search to locate and select the project.
2. Click on the Baselines button in the Plan View toolbar.
3. Select Manage Baselines.
   
4. This will open the Manage Baselines window and list all of the saved baselines on a project. Click on Export and select one of the two options: Print or CSV. This will export all of the listed baselines in the selected format.
   

Spreadsheet View

It is possible to export Spreadsheet View in CSV format:

1. In Spreadsheet View, select the project or projects you want to export using the project list in the left sidebar.
2. Next, click on the settings cog on the right-hand corner of the view and click on Select Fields to Display.
   
3. In the Configure Columns modal that appears, select the fields that you want to add and export.
   
   
   TaskRay Pro Tip
   You can also sort data in ascending or descending order within columns, which will reflect in the export as well. To do this, hover over the column header and click on the arrow to sort. Learn more about this here.
4. Once all the necessary fields are configured, click on the Export button. This will download a CSV file of the data displayed on the board.

Portfolio View

Portfolio View is available in Standard & Premium Editions.  You can learn more about TaskRay Editions here.  

In Portfolio View, you have several different options for printing and exporting the list of filtered projects and task groups. You can export the entire list or you can export specific project rows. You can choose to export data into CSV format or print.

Best Practice Tip
You can configure columns in Portfolio View to display different project information. The configured columns will appear in the CSV and print exports. To add a column, click on the Cog icon in the Portfolio View header and select one of the options.

Export a List of Projects

1. In Portfolio View, use the Project Filters menu at the top of the page to select a filter with the criteria for the projects that you want to view and export.
   
2. [Optional] Once you have all of the projects that you need visible, you can choose to also view task group information (for projects that contain task groups). You can expand all projects or select specific projects to view task group information. To expand the entire list, click on the Arrow icon in the list header. To expand only specific projects, click on the Arrow icon located next to those project names.
   
   
   
   Note
   The Print option will display data in the same format as what you see in the app. Therefore, if a project row is expanded to show task groups in the app, it will also be expanded in print. However, for CSV export, all projects and task groups from the list will be exported automatically.
3. Click on the Export button in the top right corner of the Project View toolbar.
4. Select the format for exporting the list of projects.
   • CSV will download the CSV file with project data.
   • Print will open Print Preview/dialog (will vary depending on your browser and operating system) where you will be able to configure print settings and dimensions, as well as choose whether you would like to print or save to PDF.

Template Performance View

Template Performance View is available in Standard & Premium Editions.  You can learn more about TaskRay Editions here.  

For information on how to configure this view to display the necessary template and project/task group information, please see this article.

Export the Whole View

If you want to print out the whole view as it is configured, you can click on the Export button at the top of the page. This will take you to Print Preview and allow you to either print or save the export as a PDF.

Export the Table of Projects/Task Groups

If you just need to export the table of projects/task groups created from the selected template, you can click on the Export button in the top right corner of the table (below the template snapshot boxes). Clicking on that button will provide two options: Print and CSV.

The Print option will take you to Print Preview and allow you to either print or save the export as a PDF.

The CSV option will export the table of projects/task groups and the configured columns as a CSV file.

Insights Tab

Project Insights are available in Standard & Premium Editions.  You can learn more about TaskRay Editions here.  

The Insights tab in the right sidebar, which displays a summary of project health and allows charting task data, can be exported from most of the TaskRay views. You can read more about the Insights tab and how to configure it in the Insights Tab in Right Sidebar article.

1. From any of the TaskRay All Work views or from Portfolio View, open the Insights tab by clicking on INSIGHTS in the right sidebar. The contents of the tab will change depending on the selected projects.
   
2. The tab will open with the Overview sub-tab exposed. To export the Overview sub-tab, click on the Export button in the top right corner of the tab. This will open Print Preview/dialog (will vary depending on your browser and operating system) where you will be able to configure print settings and dimensions, as well as choose whether you would like to print or save to PDF.
   
3. To export the chart, click on the Charts sub-tab.
4. On the Charts sub-tab, configure the chart that you need and then click on the Export button in the top right corner of the tab. This will open Print Preview/dialog (will vary depending on your browser and operating system) where you will be able to configure print settings and dimensions, as well as choose whether you would like to print or save to PDF.