Export data from M‑Files to Excel

CtrlPortals builds dashboards, views and metrics on live M‑Files data, so you can see and analyse what is in the vault without the M‑Files Reporting Server and without an external database. Sooner or later, though, someone wants the numbers in a spreadsheet: a pivot table, a couple of formulas, a file a colleague can open. That is what the Export to Excel function is for.

Two things you can export#

CtrlPortals writes an XLSX file from either of two places:

• A list view. The file contains the columns and rows that are visible in the view, with whatever filters and sorting you applied.
• A plot. The file contains the data points the chart was built from, together with its labels and legends.

Once the file is open in Excel, you work with it as you would with any other spreadsheet: edit it, format it, analyse it, send it on.

See what else CtrlPortals does in the vault

Why put M‑Files data in Excel#

Excel picks up where a dashboard stops. Once the data is in a sheet you can use:

• formulas and functions, to calculate, transform or validate values
• conditional formatting, data validation and protection, to highlight, restrict or secure what is in the sheet
• pivot tables, charts and slicers

CtrlPortals keeps the live view of your M‑Files data; Excel takes it further.

How it differs from the M‑Files export#

M‑Files can export a view on its own, so it is fair to ask why you would use this one. Two differences stand out, and you notice them every day:

• How many items. The M‑Files export stops at 500 items, or another limit the server sets. CtrlPortals exports all of them in one go.
• The file. The M‑Files export leaves another download on your workstation. CtrlPortals gives you an XLSX file that opens straight in Excel.

You also decide what goes into the file: in a CtrlPortals view you select the items you want, or apply filters first, and the export follows that subset.

Try the export yourself#

If you already run CtrlPortals, the export is there in the list view and in the plot menu. If you do not, ask for a trial or a demo and we will help set up an environment where you can try it for yourself. CtrlPortals keeps getting new features, and suggestions for the export are welcome.