Export to PDF & Excel

Inforiver allows you to export the table/matrix as either PDF or Excel. The industry-leading export capability delivers the following:

• Export with formatting, category, or value structure and notes ​

• Export table/matrix along with scaled number formatting​

• Export calculated rows, columns, and edited cells​

• ​End-users in the Reading view can customize export options​​

• ​Export to Excel with Expand/Collapse capability

• Export to multiple Excel worksheets based on category ​

• ​Pagination & page-break support for Export to PDF

There are two sections in the Export ribbon: Export to PDF and Export to Excel. Let's look at them one by one.

Export options

1. Export to PDF

The first step in exporting as a PDF file is to configure the page setup.

1.1. Page Setup

The page setup section provides options to customize the content order, page size, orientation, margin, font, image/logo, comment settings, etc. Click on Page Setup. A side panel opens as shown.

Page Setup

Content Order

When the number of rows/columns doesn't fit on a single page, you can define the order in which the rows/columns are exported using the 'Content order' option.

Let's consider the example below. Based on the page scaling, only 8 columns and 20 rows can be accommodated on a single page.

When the 'Row first' option is chosen, the remaining rows for the first 8 columns are displayed on the second page. The third and fourth-page contents are highlighted in the image.

Row-first export

When the 'Column first' option is chosen, the remaining columns for the first 20 rows are displayed on the second page. The third and fourth-page contents are highlighted in the image.

Column-first export

Page size

Select the Page size from the drop-down - Available sizes are Letter, A3, A4, A5, Tabloid, and Legal.

You can also tailor the page size to match the unique structure of your data. Select the 'Custom' option from the Page size dropdown. You can enter the custom width and height required for your reports.

This option is available only in Reporting Matrix

Custom page size

The images below show the same report extracted with different page size settings.

Page size 250 x 250

Page size 600 x 400

Orientation

Select either Landscape or Portrait as page orientation.

Scaling

Scale the page manually by percentages or automatically scale to fit all columns in a single page using this option.

Margin

Apply a narrow, normal, or wide margin as per your requirement.

Font

Select a font style from the available options in the dropdown. Custom fonts can also be used when exporting.

If the data is customized with different fonts, the font selected in this Settings panel will be used for PDF export.

Show header and footer

You can show the header and footer either only on the first page or on every page.

Add image/logo to the first page

You can create a cover page for your report using this toggle. Select a custom image to use as the cover page.

Logo as the Cover image

Use as background image

If you want the image to fill the entire cover page, select this checkbox.

Use as background image for PDF extracts

Margin and alignment

The logo can also be aligned using the margin settings as well as the horizontal and vertical alignment options, instead of filling the entire cover page.

Margin and alignment of logo

Include comment replies

You can capture comments and replies in the fully formatted PDF exports. Check the 'Include comment replies' to export the replies in the comments column.

Report that has comments and replies

After exporting the report to a PDF, you will be able to see formatted comments and replies in the file.

Comments and replies

Include comments in last page

In addition to displaying the comments on the respective pages, you can also choose to include all added comments (and replies, if enabled) on the last page of your exported PDF.

Comments included in the last page of the exported PDF

Include author name and date in comments

Select this option to include the comment authors' name, as well as the commented date and time.

Include author's name and date in comments

Export with conditional formatting

You can retain or remove conditional formatting when exporting the report. Select the conditional formatting rules for the report extract.

Selecting conditional formatting rules to export

Notice how the classification text has been removed from the PDF extract.

PDF extract with selected rules

You may have conditional formatting rules that have been disabled, but you can still include them in the export. For example, the CF rule to highlight negative values in the variance column has been disabled in the report but enabled in export settings.

Apply conditional formatting only to exports and not in the report

The Excel export contains the conditional formatting on the variance column, which was turned off in the report.

Conditional formatting applied only to the export

Include Filter Info

When you select this checkbox, the exported PDF will include information about the filter contexts in the report.

Filter context

Include footnotes

You can select this option to export the footnotes along with the table/matrix.

• Include Global/Locale variable: Select this option to include global and local variables in the exported PDF.

Footnotes and variables included

Compress PDF

You can export PDFs with a maximum file size of 10 MB. This option allows you to compress your PDF export.

Decimal Precision

Set a custom decimal precision for the export.

Word Wrap

The 'Word Wrap' options are specifically intended for reports that are formatted using table functions.

Word wrap options

The 'Precise' option enables word wrapping, ensuring that overflowing rows are wrapped onto the next line and fully visible in the PDF export. In contrast, the 'Auto' option does not apply word wrapping, which may result in truncated data. The highlighted text in the screenshots depicts the difference between Auto and Precise word wrapping.

Auto word wrap

Precise word wrap

Footnote position

You can set the footnote position as,

Last Page

Footnotes get printed on the last page.

Dynamic

Based on the available space, footnotes get printed either on the same page where they are added or on the last page.

Excel Settings

These are the options available when exporting to Excel. They are explained here.

Finally, click Update to save your page setup preferences, or click on 'Reset' to reset all your selections to defaults.

1.2. Exporting

Once the page setup is complete, you need to choose whether the entire matrix needs to be exported or just selected columns.

Entire matrix

1. You can export all the rows and columns by clicking Entire Matrix.

2. Click on PDF Report to export the file in PDF format.

Export entire matrix PDF

1. A pop-up appears as shown. The PDF file can be either saved to the computer or sent by email. To save the document, choose Save to Computer and then click on the Click to export option.

Click to export and save to computer

1. Click Download to confirm.

Click 'Download'

1. The entire matrix gets exported as shown.

Exported PDF - entire matrix

Selected columns

If you need to export only selected columns of your report, click Selected Columns, as highlighted in the image below.

Export selected columns

The selected columns are downloaded as shown.

Exported PDF - Selected columns

Export to PDF does not support image columns. It does allow chart exports.

Exporting PDF with charts

Exported PDF with charts

Export Filtered PDF Comments

You can export to PDF the comments based on the selected filter option in the filter context, instead of exporting all the comments regardless of the filter applied.

2. Export to Excel

2.1. Page Setup

In the Page Setup menu, only the Excel Settings section is applicable for export to Excel.

These options are available only in Writeback Matrix.

Excel Settings

• Freeze Header: Select this check box to freeze the header in the exported Excel.

• Freeze Label Column: Select this check box to freeze the column labels in the exported Excel.

After freezing header and column labels

• Add appendix at last sheet: Select this checkbox to include a formula appendix tab at the end of the exported Excel report, enabling users to easily refer to the underlying formulas used.

Add formula appendix

2.2. Exporting

You can export your report as an Excel file by clicking on the Export Report dropdown.

When there are row/column hierarchies, there are three ways to export: Fully Expanded, With Expand/Collapse, and Current State.

You also have the option to customize header settings in Writeback Matrix.

Exporting options for Writeback Matrix

In Reporting Matrix, use the Export Settings button to customize your Excel export.

Excel export settings for Reporting Matrix

Let's look at the options one by one.

2.3. Fully expanded

You can export the visual with all rows fully expanded by choosing the Fully Expanded option. In the Inforiver visual, you can see that 'East' and Pacific -> Beverages are collapsed.

Fully expanded option

In the exported Excel, you can see that 'East' and Pacific -> Beverages are fully expanded.

Fully expanded excel report

2.4. With Expand/Collapse

Select this option to export as Excel with expandable and collapsible row hierarchies.

With expand/collapse option

The exported Excel displays the same expand/collapse state as in the report and includes the expand/collapse buttons.

Excel report with expand/collapse

Export to Excel retains the expand/collapse state only for row hierarchy and not for column hierarchy.

In the Reporting matrix, you can export an Excel report with the expand/collapse option in both Outline and Stepped Layouts.

2.5. Current state

To export the current expand/collapse state without an option to expand/collapse in the Excel file, you can select the 'Current state' option.

Current state option

The downloaded Excel shows the same expand/collapse state as in the report.

Current state report

Export to Excel does not support images and charts. Only basic icons that are available in Excel, rating, and data bars are supported.

2.6. Header settings

Header Settings in Writeback Matrix are called Export Settings in Reporting Matrix

Header content

Inforiver Matrix provides support for exporting header elements such as dates and symbols. From the header settings UI, you can quickly select the lines of the header that you want exported to an Excel file. The Preview section shows how the selected header lines will look in the Excel export.

Header settings

Show Header & Footer as Image

If your reports use charts or images in the header and footer, Inforiver Matrix enables you to export them as an image to an Excel file. Select the Show Header & Footer as Image checkbox.

Exporting images and charts in headers

Repeat Totals (With Expand/Collapse)

This option is available in Reporting Matrix only

When the split option is enabled for row subtotals and the hierarchy is collapsed in the Excel export, subtotal rows appear blank, which may give the impression that the data was not exported correctly.

Split option for row subtotals

Enable the Repeat Totals (With Expand/Collapse) option from Excel Export Settings to display row subtotals in the extract.

Blank subtotal rows when the option is disabled

Subtotals populated when the repeat totals option is enabled

Repeat Label

This option is available in Reporting Matrix only

Stepped layouts are widely used in financial reporting. You can choose to repeat the dimension category for each row in the Excel extract by enabling the Repeat Label checkbox in Excel export settings.

Repeat Label option

The images show Excel exports of the same report with Repeat Labels enabled and disabled.

Repeat labels enabled

Repeat labels disabled

3. Copy to clipboard

You can copy the data from your Inforiver visual, including calculated rows, columns, edits, and notes (if there are any). The copied data can be easily pasted into an Excel sheet.

The keyboard shortcut for the copy to clipboard option is 'Ctrl+C+L'

Copy to clipboard

The above data has been copied and pasted into an Excel sheet, and it gets displayed as shown.

Pasted data in Excel

There are certain operational boundaries for exporting excel which will be discussed in the next section

Resources

Formatted Export to PDF in Power BI

Formatted Export to Excel/Spreadsheets in Power BI