> For the complete documentation index, see [llms.txt](https://synap.ac/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://synap.ac/docs/platform/portal/reports-and-exports.md).

# Reports and exports

Reports and exports let administrators take a defined view of Synap data beyond the on-screen operational tables. Start with the question you need to answer, then choose the narrowest population, dates, statuses and fields that answer it.

### Building a useful output

| Choice                       | Why it matters                                                                                  |
| ---------------------------- | ----------------------------------------------------------------------------------------------- |
| Dataset or report type       | Determines whether the output concerns users, groups, content, attempts or progress.            |
| Scope and filters            | Defines which portal, cohort, source, dates and states are included.                            |
| Columns                      | Controls the identifiers, measures and organisation-specific attributes available for analysis. |
| Attempt and version rules    | Prevents resits, superseded versions or incomplete records being combined unintentionally.      |
| Generation time and timezone | Makes a downloaded snapshot reproducible and understandable later.                              |

Use stable Synap or external identifiers when reconciling records. Names and email addresses can change and may not be unique. When sharing a recurring report, record the filter definition as well as the file.

### Handling exported data

Exports can contain personal, assessment and organisation-specific information. Download only the fields you need, store the file in an approved location and apply your organisation's retention and access rules. A downloaded file is a snapshot; return to Synap for the current state.

{% hint style="warning" %}
Before using an export for a high-impact decision, validate the row count, filters, attempt states and version scope against the relevant operational page.
{% endhint %}


---

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