Run and export a report
Execute a saved custom report on the Report tab, preview results, save execution snapshots, and export data to CSV or Excel with data-protection mindfulness.
The Report tab is where you run a saved report, review results, and download exports. It is available after a report has been saved at least once. Running is the operational end of the reporting lifecycle: colleagues with access open a shared definition, apply any required filters for the current period, execute the query, and export CSV or Excel for meetings, audits, or downstream analysis.
This workflow complements University statistics, which generates schema-driven regulatory files. Custom reports on the Report tab are for flexible, institution-defined questions — enrollment rosters, pass rates, grade distributions, program lists, cross-cohort summaries — built in Create a report.
Why it matters
A saved report has no value until someone runs it. Faculty administrators run cohort reports at term start; registrars re-run intake rosters after late enrollments; institutional research exports summary tables for accreditation visits. The Report tab is designed for repeat execution: fill filters, see row counts and execution time, paginate through results, and download when permitted.
Separating Preview (during building) from full execution (on the Report tab) keeps exploratory queries lightweight while ensuring production runs use the complete saved configuration.
Exports leave Fuxam’s access controls. Treat every download as a data-protection decision: prefer viewing in the UI when that is enough, scope with required filters, and store files only where your institution allows.
How it fits
| Related area | Relationship |
|---|---|
| Create a report | Define the query before running |
| Edit a report | Change configuration; next run reflects updates |
| Share a report | Grants Can view and Can export for running |
| Common reports catalog | Which reports to run for common questions |
| Course analytics | LMS teaching metrics — use for one course, not Report tab |
| Export time data | Separate HR or payroll export workflow |
Key concepts
| Concept | Description |
|---|---|
| Report tab | Run view for saved reports; shows results table with row count and execution time |
| Required filters | Parameters that must be filled before results appear (for example, study start date range) |
| Preview | Limited sample run from Query Builder or SQL Mode during building |
| Live results | Return to the latest query output when viewing a saved execution snapshot |
| Save execution | Snapshot of a particular run for later review |
| Export CSV / Export XLSX | Download full results when export permission is granted |
How to run a report
Open OrgHub → Statistics Center → Your Reports and select a report, or open a report you already have access to.
Switch to the Report tab.
If the report has Required filters, fill them in (for example, a study start date range) and apply them.
Fuxam executes the query and displays results in the results table, including row count and execution time.
If you open a new unsaved report, the Report tab shows an empty state prompting you to save the report first.
Running recurring institutional reports
| Cadence | Typical reports | Tips |
|---|---|---|
| Term start | Cohort enrollment, student directories | Apply the new term in required filters; confirm headcounts with program leads |
| After grade publication | Pass rates, grade distributions, averages | Coordinate with Publish grades so results are final |
| Before accreditation visits | Summary rates and headcounts | Save execution so the evidence pack has a dated snapshot |
| Before national submission | Internal QC lists | Fix gaps, then run University statistics for the formal file |
There is no separate “schedule” product screen documented here — institutions typically calendar these runs against the academic year and share the same saved definitions each cycle.
Preview vs full run
While building a report on the Query Builder or SQL Mode tab, use Preview to run a limited sample without leaving the builder. This is useful for validating columns and filters before saving.
On the Report tab, results reflect the full saved configuration. Use Live results (when viewing a saved execution snapshot) to return to the latest query output.
The results table supports pagination. You can also Save execution from the actions menu to keep a snapshot of a particular run for later review.
How to export CSV or Excel
On the Report tab, wait for results to load in the table.
Open the Actions menu (⋯) in the results toolbar.
Under Export, choose Export CSV or Export XLSX.
Fuxam generates the file and downloads it to your computer.
Export formats
| Format | Typical use |
|---|---|
| CSV | Import into databases, scripts, or tools that prefer plain text |
| Excel (XLSX) | Share with colleagues who work in spreadsheets; preserves column structure for manual review |
Both formats export the result set from the current run (with required filters applied). Large result sets may take longer to generate; wait for the table to finish loading before exporting.
Exporting responsibly
Institutional reports often contain names, identifiers, grades, or enrollment status. Before you download:
| Check | Why it matters |
|---|---|
| Are required filters set to the smallest useful scope? | Smaller populations mean less personal data at rest outside Fuxam |
| Do you need a file, or is the on-screen table enough? | Prefer Can view when downloads are unnecessary |
| Is this a summary or a student-level roster? | Summaries are usually safer for broad distribution |
| Where will the file be stored? | Follow your institution’s retention and access rules |
| Is this for formal national statistics? | Use University statistics for schema submissions, not an ad hoc export |
Best practices
- Apply required filters before interpreting row counts — an empty table often means filters were not applied, not that data is missing.
- Save execution before major deadline submissions so you retain a point-in-time snapshot even if source data changes later.
- Request Can export only when colleagues truly need downloadable files; Can view may suffice for verification in the UI.
- Align filter values with your organization’s term calendar — the same report definition produces different rows each semester.
- For regulatory schema submissions, use University statistics rather than ad hoc Report tab exports.
- For pass rates and distributions, run after grades are published so figures match what students see.
Common pitfalls
| Issue | Likely cause |
|---|---|
| Empty results table | Required filters not filled or filters exclude all rows |
| No export options | Missing role-level export permission and missing per-report Can export |
| Results differ from last term | Source data or report definition changed — confirm with the report owner whether edits were made |
| Report tab empty on new report | Report not saved yet — save from Query Builder first |
| Unexpectedly large download | Filters too broad — tighten term / cohort scope and re-run |
FAQ
What is the difference between Preview and the Report tab?
Preview runs a limited sample while you build. The Report tab executes the full saved configuration and is the place for exports and Save execution.
Can I export if I only have Can view?
No. Can export (or role-level permission to export reports) is required for Export CSV and Export XLSX. See Share a report.
How does this relate to health insurance or time-tracking exports?
GKV health insurance and time-tracking exports use dedicated workflows for statutory notices and per-user time logs. They are not run from the Report tab.
Can Fuxam automatically email me the report every Monday?
No automatic schedule is documented on this page. Institutions typically re-run shared reports on a calendar aligned to the term, then Save execution or export when a snapshot is needed.