Export History & Scheduled Exports
Every export you run from a board is tracked in one place, and you can set up exports that run automatically on a schedule and email the file to the right people. This page covers the Export History tray, scheduled exports, and the dedicated Export role that lets non-admins export data.
If you are looking for how to run a single export and configure its format and columns, see Import & Export. This page picks up from there.
Finding the Export Tools
All export tools live together. On any board table:
- Open the view menu (the three-dot menu next to the view name).
- Hover Export to open its submenu.
The submenu has four entries:
| Entry | What it does |
|---|---|
| Quick export view (.csv) | One-click CSV of what you see on screen — no dialog. |
| Advanced export | Opens the full export dialog (formats, columns, options). |
| Export history | Opens the tray listing your recent exports. |
| Scheduled exports | Opens the tray for exports that run automatically. |
The whole Export submenu only appears if you have permission to export the board. If you do not see it, ask a board admin to grant you the Export role (see The Export Role below).
Export History
Whenever you start an export, it is recorded in Export history so you can come back to it later — download the file again, check whether a large export has finished, or cancel one that is still running.
The Export history label replaces the older "My Exports" name, but it does the same thing: it is your personal list of recent exports, newest first.
Opening Export History
You can open the tray two ways:
- From the Export submenu, click Export history.
- When a larger export finishes in the background, a notification appears — opening it takes you straight to the tray.
What Each Row Shows
Every export in the list shows:
- A file icon for the export's format (CSV, Excel, PDF, and so on). A spinner replaces the icon while the export is still being prepared.
- The file name of the export.
- A type chip — Quick, Advanced, or Scheduled — telling you how the export was started. This is handy for spotting which exports came from an automatic schedule versus ones you ran by hand.
- A status — Pending, Processing, Completed, Failed, or Cancelled.
- A relative time, such as "a minute ago" or "2 hours ago".
Actions on a Row
The action available on each row depends on its status:
- Pending or Processing — a Cancel button stops the export before it finishes.
- Completed — a Download button saves the file to your computer. You can download a completed export as many times as you like, for as long as it remains in your history.
- Failed or Cancelled — no action; the row is there for reference.
Small exports usually download instantly through your browser. Larger exports are prepared in the background — you can close the dialog and keep working, then grab the finished file from Export history when the notification arrives.
Scheduled Exports
A scheduled export runs an export automatically on a recurring cadence — every morning, every Monday and Wednesday, the first weekday of each month, and so on — and emails the finished file to the people you choose. It is the hands-off way to deliver a recurring report without anyone remembering to export it.
Scheduled exports are available to members covered by a paid Block. If you are on a free Block, you can still run exports by hand and use Export history — the New schedule button is simply disabled, with a note explaining why.
The Scheduled Exports Tray
From the Export submenu, click Scheduled exports to open the tray. It lists the schedules in your workspace, soonest to run first. Each row shows:
- The schedule's name.
- When it will run next (or Inactive if it is paused).
- How many recipients it sends to.
- When it last ran, once it has run at least once.
- A small warning icon if recent runs have been failing, so you know a schedule needs attention.
Click New schedule at the top of the tray to create one from scratch, or use the actions menu on any existing row.
Creating a Scheduled Export
There are two ways to create a schedule:
From the export dialog (recommended). Open Advanced export, set up the export exactly the way you want it — format, columns, date and number formatting, and every other option — then click Save as scheduled export… at the bottom of the dialog. The schedule editor opens with all of your choices already filled in.
From the Scheduled exports tray. Click New schedule and configure everything in the editor, including the export's settings.
The Schedule Editor
The editor is organized into a few sections.
Name and Description
Give the schedule a clear name (for example, "Weekly sales report") and an optional description. The name is what you will see in the tray and in Export history.
Schedule
This is where you set how often the export runs. Choose a frequency and a time of day:
| Frequency | When it runs |
|---|---|
| Daily | Every day at the chosen time. |
| Weekly | On the days of the week you select, at the chosen time. |
| Monthly | On a chosen day of the month, at the chosen time. |
| First weekday of every month | The first working day of each month, at the chosen time. |
When you pick Weekly, a row of day buttons (Sun through Sat) appears — tap any combination to run on multiple days a week, such as Monday, Wednesday, and Friday. At least one day must always stay selected. When you pick Monthly, a day-of-month picker (1–31) appears.
Below the schedule, a preview shows the next few run times so you can confirm the cadence is what you expect before saving.
Set the time of day with your team's working hours in mind. If you want a report waiting in everyone's inbox when the day starts, schedule it for early morning.
Time Zone
Pick the time zone the schedule runs in, so "9:00 AM" means 9:00 AM where your team is — not wherever the servers happen to be. The next-run preview updates to match.
Ends
By default a schedule runs indefinitely. You can give it an end condition instead:
| Option | Behavior |
|---|---|
| Never | Keeps running until you pause or delete it. |
| After | Stops after a set number of runs (for example, after 12 runs). |
| On | Stops on a specific date. |
Recipients
Choose who receives the exported file by email each time the schedule runs. You can add:
- Workspace members — pick people (or whole teams) from your workspace. When you add a team, its current members are included.
- Email addresses — type any email address, including people outside your workspace, to send the file to them directly.
You can mix both, and you need at least one recipient. Each list has a generous limit so you can send to a whole department at once.
A recipient receives the file by email, but they can only download it if they are allowed to see the board's data. Make sure workspace recipients have access to the board (or the Export role) so their copy works as expected.
Export Configuration
The bottom of the editor shows a preview of the export settings the schedule will use — the format, the columns, and the other choices carried over from the export dialog. If you opened the editor from a board you are currently viewing, an Edit configuration button lets you change those settings inline using the same picker and options as the Advanced export dialog.
Click Create scheduled export (or Save when editing) to finish.
Managing Schedules
Each row in the Scheduled exports tray has an actions menu (the three-dot icon) with:
- Edit — reopen the schedule editor to change any setting.
- Pause / Activate — temporarily stop a schedule without deleting it, then turn it back on later. A paused schedule shows as Inactive and will not run.
- Run now (test) — fire a one-off run immediately, without waiting for the next scheduled time. Great for confirming the output looks right before you rely on it.
- View run history — open a dialog listing the schedule's recent runs, each with its status and a download button, exactly like Export history.
- Delete — remove the schedule (with a confirmation). Files that were already produced by the schedule stay in Export history; only the future runs are cancelled.
Before you depend on a new schedule, use Run now (test) once and check View run history to confirm the file's format, columns, and recipients are exactly what you want.
The Export Role
Exporting board data used to be limited to board admins. Now any board member can be granted a dedicated Export role, letting them export views (and use Export history and scheduled exports) without giving them full admin rights.
A board admin grants it from the board's member list:
- Open the board's member management.
- Find the member and open their role menu.
- Enable Export view (CSV).
Once granted, that member sees the Export submenu on every view and can run quick, advanced, and scheduled exports.
Board admins can always export — they do not need the Export role explicitly. The role exists so you can let specific non-admins export without granting broader edit or admin permissions. The role applies to the board's data; people you add as email-only recipients on a schedule are not affected by it.
Frequently Asked Questions
What is the difference between Quick, Advanced, and Scheduled exports?
Quick is a one-click CSV of exactly what is on your screen. Advanced opens a dialog where you choose the format, columns, and formatting. Scheduled runs an Advanced-style export automatically on a recurring schedule and emails the result. All three appear together in Export history.
Where did "My Exports" go?
It was renamed Export history. It is the same personal list of your recent exports, with the same download and cancel actions.
How long do exported files stay available to download?
Finished exports remain in your Export history so you can download them again. For long-term archiving, save the file to your computer or turn on Save a copy to my Drive in the export options.
Can I cancel an export that is taking too long?
Yes. While an export shows Pending or Processing in Export history, click Cancel on its row.
Why is the "New schedule" button greyed out for me?
Scheduled exports require a paid Block. If your Block is free, the button is disabled with a note. Ask your workspace admin about upgrading your Block.
Can I send a scheduled export to people outside my workspace?
Yes — add their email addresses in the recipients section. Keep in mind they receive the file directly by email, so only include people who are allowed to see that data.
Who can create and manage scheduled exports?
Anyone who can export the board — that is, board admins and members with the Export role — covered by a paid Block.
Related Features
- Import & Export — Import data into a board and run one-off exports in any format.
- Board Permissions — Control who can view, edit, and export a board, including the Export role.
- Grid View — Select rows in the grid to export just that selection or copy direct links to them.
- Field Types — Understand how each field is represented in an exported file.