Exporting Data And Scheduled Exports
Need to run a custom report, archive project data, or share information with another system? OnRamp’s export tool lets you pull structured data into a downloadable file in a few clicks.
What this does
An export in OnRamp is a spreadsheet of your projects, tasks, accounts or users, produced in the background and emailed to you when it is ready. A scheduled export is the same thing on a repeat: you set it up once, and OnRamp produces it every day, week or month and emails it to you and anyone you add. With a relative time frame the date range moves with each run, so "last 30 days" always means the 30 days before that run. With a custom range you choose a fixed start date, and each run covers everything from that date onward.
Everything lives in Settings → Exports, which has two tabs. History lists every export that has been produced, including the ones a schedule made. Schedules lists the repeating exports and lets you pause, edit, run or delete them.
What you can schedule
Export | What it contains |
|---|---|
Projects | One row per project, filtered by status and a date range. |
Tasks | One row per task, filtered by status and a date range. |
Accounts | Your customer accounts, active, disabled or all. |
Internal users | Members of your organization. |
Customer users | Customer contacts across your accounts. |
Bulk project data | A multi-sheet workbook of projects, modules, tasks, subtasks, notes, comments and tags. |
Choose the time frame
The relative time frames are Last 7 days, Last 30 days, This month, Last month, This quarter, Last quarter, This year and Last year. Each run works out the dates for the day it runs, so the window keeps moving.
Custom range works differently on a schedule than on a one-time export. You choose a fixed From date, and the To date is optional:
You set | Each run covers |
|---|---|
From only | From that date through the day the run happens. The window grows with every run. Use this for "everything since our program launched". |
From and To | Exactly that window, the same on every run. Use this for a fixed cohort or period you want re-exported as its data changes. |
The dates are calendar days in the schedule's time zone. A schedule whose To date has passed keeps running with the same window until you pause or delete it.
Create a schedule
1. Go to Settings → Exports and click New export.
2. Choose the Export, the Status, the Time frame and the Date type to use, exactly as you would for a one-time export. For a custom range, pick the From date and, if you want a fixed end, the To date. Leaving To blank on a repeating export means "through the run date".
3. Under Repeat, choose Daily, Weekly or Monthly. The dialog title changes to Create schedule and more fields appear.
Field | What to enter |
|---|---|
Day | For weekly, the day of the week. For monthly, a day from 1 to 28, so the export runs in every month. |
Around | The hour the export should run. Runs happen within the hour after the time you pick. |
Time zone | The zone the hour is in. It starts as your own. |
Schedule name | How the schedule appears in the Schedules tab and in the email, for example Monday project export. |
Also send to | Teammates in your organization who should receive a copy of every run. |
Other email addresses | Addresses outside OnRamp that should receive a copy. Press Enter after each one. |
You can copy up to 20 people in total across teammates and addresses. Every run is also emailed to you, as the person who created the schedule.
4. Click Create. The schedule appears in the Schedules tab with the dates it covers and its next run time.
What happens on each run
At the scheduled hour, OnRamp works out the date range for that day, produces the file, and emails it. The email subject is OnRamp Export Completed! and the message names the schedule. Small files are attached to the email; larger ones come with a download link. Every run also appears in the History tab with a Scheduled tag, where anyone with access to Exports can download it. Exports are kept for 90 days.
Copies to teammates are checked at each run. A teammate who is deactivated or leaves your organization stops receiving copies automatically, and a changed email address is followed.
Manage schedules
Open the Schedules tab. Each row shows the name, the export type, the dates it covers, how it repeats, the next run in the schedule's time zone, and the result of the last run. The Covers column reads, for example, Last 7 days, Aug 10 to the run date, or Aug 10 – Aug 24. Use the menu at the end of a row:
Action | What it does |
|---|---|
Edit | Change anything about the schedule, including the export selection, the date range and the recipients. The next run is recalculated from now. |
Pause / Resume | Pausing stops runs and shows Paused in the Next run column. Resuming picks up at the next scheduled slot; runs that were missed while paused are not sent. |
Run now | Produces the export immediately and emails it, without changing the regular schedule. |
Delete | Removes the schedule. Exports it already produced stay in History. |
Common questions
Who can create and manage schedules?
Owners, Creators, Integrators and Collaborators. Contributors do not see Exports.
Can I schedule a saved view or a project's responses?
No. Those exports are built from the page you are looking at, so they can only be produced on demand. The six export types above can be scheduled.
Can a schedule use a custom date range?
Yes. Choose Custom range as the time frame and set a From date. Leave To blank to cover everything from that date through each run, or set To for a fixed window that is re-exported as its data changes.
What if I set a From date in the future?
Runs before that date produce an empty file, because nothing falls in the window yet. The export fills in once the date arrives.
What if the export was due while OnRamp was unavailable?
The schedule catches up with one run at the next opportunity, not one run for every slot missed. The date range is worked out for the day the run was due, so the file covers the period you expected.
Why does my schedule say Paused when I did not pause it?
A schedule is emailed to the person who created it. If that person is deactivated or leaves your organization, the schedule pauses itself so it does not keep producing files nobody receives. Create a new schedule under an active user and delete the paused one.
Why can't I pick the 29th, 30th or 31st for a monthly schedule?
So the export runs in every month. February has 28 days.
Does "This month" include today?
Yes. This month, This quarter and This year run from the first day of the period through the day of the run. Last month, Last quarter and Last year cover the whole previous period.
Can I change who receives the export?
Edit the schedule to add or remove teammates and email addresses. The creator always receives it. To send to a different creator, create a new schedule as that person.
Will a running schedule block a one-time export?
No. You can request a one-time export at any time, whether or not scheduled exports are queued.