If you want to download information regarding your board, e.g. all ideas in a certain category or status, you can easily do so with our Excel or CSV export from the admin portal of your board.
To be able to complete the following steps, you’ll need to have an admin account for the desired Viima board. Please contact your Viima super user for access if you don’t already have an account.
In this guide, we will demonstrate:
If you're instead interested in saving your lists before export or scheduling recurring data exports, please refer to our guide on scheduling data reports.
Exporting all ideas from a board
Step 0: How to get there
On your Viima admin account, go to the Admin portal of your board
Choose "Ideas" from the left side menu.
Step 1
Exporting all ideas from a board is super simple:
simply click on Export ideas from the top right corner of your screen.
Step 2
You can choose your export format to be either Excel or CSV.
To include likes and comments in your report, simply check the boxes "Include likes" and "Include comments".
Step 3
After you've chosen the appropriate format, click on the "Export report" button.
This should immediately start the download.
You can now open your file with all the ideas and related information on the first sheet, and with likes and comments in their respective sheets.
Searching ideas and creating reports
Now, let's see how you can find specific ideas (by searching for idea name, description, ID, or creator name), as well as create a report from that search.
Reports allow you to easily revisit the search later for recurring reporting and exporting needs.
NOTE: If you want to create a new report, make sure your current report is the default ("All ideas").
Step 1
In the search bar type a keyword that you target. This is typically either a keyword used in the description or the name of the idea. You can also use idea IDs and name of the person who created the idea.
Step 2
If you need this for later use and you want to come back to this search result, you can save the view and/or turn it into a report. This will also make it visible to other admins who can export the same ideas you have selected. For this, click on Create report.
Step 3
A new window will pop-up and prompt you to type in a name for the report. Write down the chosen name and click the blue Save button.
This will create a new view which you can find in the drop down menu, under All ideas.
Once you're viewing an existing report, you can also adjust the search criteria and save the report to keep these changes. To do so, click on the "Save" button in the top right corner once you're happy with the new filters.
To export the data matching this report, simply follow the same steps as outlined above.
Using the "Advanced search" feature
For an even more detailed report, you can combine the search field with the "Advanced search" feature.
Step 1
Start by clicking on advanced search.
Step 2
This will prompt a pop-up window which allows you to filter ideas by categories, statuses, tags, number of comments and likes.
From Likes and Comments section you can choose the number of likes or comments you wish to filter by.
E.g. If you put "At least 1," you will only be shown ideas that have 1 or more likes or comments.
Step 3
You can also filter ideas by the values of custom fields that have been added to the board to get a more in depth view report.
Step 4
After you're finished defining the data you wish to include in your search or report, click on the blue "Search" button.
This will search with your newly defined criteria.
You can now follow the steps from above to either export the data, or save this search as a report.
Exporting other types of data (evaluations, users, activity points)
In addition to idea related data, you can also export evaluation and user data from Viima. For more on these, you can refer to this guide on adding or exporting lists of users, and this one on our evaluation dashboard.
If you'd like to export data other than mentioned in this guide, such as analytics data like cycle times, you can also use our REST API to do that yourself. Connecting Viima with e.g. Microsoft PowerBI takes just a few minutes, and you have access to any and all data that you have in Viima, and can combine that together with other data sources.
For more details on these needs, please contact our support.