Exporting Reports

As of Sep 2017, ShoreTel has been acquired by Mitel; the product titles and images used in this article may not accurately reflect the official product titles post-acquisition. This includes subjects contained in the imagery of brightmetrics' user interface.


There are any number of reasons that you might want to export a report out of Brightmetrics. You might be sharing it with someone that doesn't need access to Brightmetrics. Or you might want to get it into a format on which you can perform further calculations or analysis. 

Here are a couple of examples of why you may want to export a report.
  • Taking a detailed report and using it to break calls down into time slots that are less than the 1-hour increments that Brightmetrics allows.
  • Running a report (especially a detail report) that is going to return more than 5000 rows of data, Brightmetrics will only show the first 5000 rows. This is because web browsers have a problem processing this much data. So, the same report that will only show 5000 rows of data on the web service, will send all the data in an export.

Note: exported files are limited to 10MB so for the rare case of very large reports it may still fail. In this case, you should receive an email saying why this happened. If this happens, try exporting in a different format (see below). PDF reports are much larger than XLS or CSV reports.

The information below will show you all the ways in which you can get data out of Brightmetrics should you need to.
Different File Formats
Brightmetrics allows you to export reports in any of three different formats.
PDF - This universally recognized format is great for passing around a report among different stakeholders. However, it is limited if you a) think you might need to manipulate the report further, or b) have a report that will not fit on a letter sized document. Brightmetrics does it's best to fit your PDF report on a letter-sized page (even automatically switching from portrait to landscape and narrowing columns if necessary). But if there are too many columns on the report, the PDF format will clip the remaining columns.
XLS - This is the native Excel format. Brightmetrics formats the XLS report to look good when opened in Excel. All subtotal and total groupings are maintained. Use this format if you want to be able to open the report in Excel, but you won't be doing much additional manipulation.
CSV - This is a generic, unformatted layout that can be imported into Excel or many other data toolsets. Fewer header rows and total fields are present here. This is the format to use if you intend to perform additional manipulation of the data.
Exporting Reports from Charts
When you drill down into a chart (by using the magnifying glass in the upper right-hand corner of every chart), you can modify the pivot table view there on the fly. You can save this view so that whenever you go back into the drill down view on this chart, you have the same data view. 
You can also build this table to have whatever data you require and then you can export it in any format you like. There are any number of reasons that you might want to export a report out of Brightmetrics. You might be sharing it with someone that doesn't need access to Brightmetrics. Or you might want to get it into a format on which you can perform further calculations.
By scrolling down to the bottom of the Drill Down page, you can access the Export button. This will automatically export this table view to XLS format.
Alternatively, clicking on the Print button here brings up a Print View of the table.
At the top of this page, you can select Print, but you can also choose to save this as and Excel (xls), PDF, or CSV file.
Exporting from On-Demand Reports
From On-Demand Reports, you can save any report you run or you can email it (to yourself, or anyone else) or you can Schedule the report to be emailed on a regular basis.
To save a report, Run the report and click on the Print Preview button
From here you will see the same Print page as you saw in the Drill Down view and will have the same options.
You can also email an On-Demand Report. Once you create a report, click on the Email Report button.
Now you can enter the email address(es) to whom you'd like to send it (separate multiple email addresses with a comma), A message that you want the recipients to get in the body of the email, and decide in which format you'd like to send it.
And finally, you can set the report to be sent on a regular basis. I'll assume you know how to use the scheduling tool. If not, feel free to email support@brightmetrics.com for instruction.
When you set up your schedule, you can specify in which format you'd like it sent. If you have multiple schedules for the same report, you can even specify this on a per schedule basis.
For more information on scheduling a report, check out the video below.
If you have any other questions regarding Brightmetrics' ShoreTel Reporting and Data Analytics Services, please email us at support@brightmetrics.com
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