Admin · Allow about 7 minutes

Before you begin

Owner or Admin. Decide the question and intended audience before exporting; reports can contain internal activity or learner data.

1. Choose a report for your question

1. Open Insights. Use the report categories and Choose a report to select the relevant content, reader, learning or activity report.

2. Read the description, metric definitions and limitations. Content inventory describes current content state; a report with an activity period describes events within that period.

3. Use only the filters offered by that report, such as knowledgebase, owner, journey, audience or assignment state. Check the date range and generated time.

2. Interpret the preview

1. Check whether the selected dates apply to events or whether the report is a current-state snapshot. Date boundaries for period reporting use UTC, so events near midnight may differ from your local calendar day.

2. Compare totals with the report definitions, not with a differently scoped screen. A current-state count can change after an article move, publication or membership update.

3. Read empty, unavailable and limited-data messages. No rows in a filtered preview does not prove the workspace has never had activity.

3. Download and validate the CSV

1. Choose Download CSV or Download preview CSV as displayed. Many reports limit the displayed and exported preview to 250 rows; a preview export is not an unrestricted full-workspace dataset.

2. Open the downloaded file and check its headers, row count, period, scope and filename before using it in another report. Keep the original export with the generation time for traceability.

3. Share only with an appropriate audience through your approved process. If you need data beyond the preview, ask support about a suitable supported export rather than extrapolating from missing rows.

Check your result

You have a report whose question, filters, period and export limits are understood, with a checked CSV when needed.

If something goes wrong

• Counts disagree: align report definitions, filters, UTC period and generated time before treating it as an error.

• CSV is shorter than the total: check whether the button said Download preview CSV and whether the report limits its rows.

• Report is unavailable: read the capability or data explanation and confirm your role; do not interpret unavailable as zero.

Continue learning

• Use Insights and reports

• Investigate a workspace change in the activity log

• Export workspace data and manage retention requests