Exporting Reports

Reports export page in Callaro.

In the app: Exports for session lists are started from Call logs via Export CSV (applies the current Filters and Search sessions...). There is no separate top-level Reporting item in this flow. Monitor jobs on Call log exports (use Export history in the call logs header to open the list). Download completed files with Download CSV when ready.

Exports help your team move Callaro data into leadership reviews, finance workflows, external analysis, and BI systems without losing operational context. A good export is not just a file download. It is a controlled handoff of the right data, for the right audience, with filters and definitions that people can trust.

Prerequisites

You know who will use the exported file and what decision they need to make from it.
The date range, campaign scope, and required fields are clear before you export.
You have permission to access the reporting data you want to share.
Your team understands any data handling or privacy rules that apply after export.

Recommended owner

Operations Manager or Analyst: prepares the export and validates its usefulness.
Finance or BI stakeholder: confirms the file format and granularity they need.
Team lead: validates that the numbers align with in-product reporting before sharing widely.

What exporting means

An export is a point-in-time copy of the call log result set. The history view shows per job: Status (queued, complete, or failed styling), Rows as processed out of total, an optional Search: line when a search term was saved with the job, and Download CSV when the backend marks the file ready. Teams use exports when they need to:

combine Callaro data with other business systems,
prepare executive or board reporting,
analyze trends outside the product,
archive a reporting snapshot for audit or reconciliation.

Because exports leave the product, they also create risk. The wrong filters, missing columns, or unclear definitions can lead to bad conclusions that spread faster than the original mistake.

Steps

Open Call logs. Optionally use Export history to review past jobs first.
Set Search sessions... and open Filters to match the question (date, campaign, and other attributes your tenant shows in the Filter panel).
Run the export: the toolbar Export CSV always sends the current search and all active filters (it does not use row checkboxes). To limit to explicit sessions, select rows and use the bulk Export CSV action instead (selected rows, or select all across pages when that option is on).
After a successful run, the app opens the export status page for that job; you can also return to Call log exports to see Status and Rows until Download CSV is available.
Download, open the CSV, and spot-check key columns (for example Started, Campaign outcome, Agent, and session identifiers as exported by the product).
Reconcile with the same filters on Call logs if numbers must match a screen sample.
Share the file only after the owner confirms scope and definitions.

How to decide what to export

Export the smallest dataset that still answers the business question.
Use narrower date ranges when you need reliable validation or faster turnaround.
Separate finance exports from coaching or QA exports when they rely on different definitions.
Include outcome, timestamp, campaign, and any ownership fields needed to interpret the data later.

How to know the export is healthy

An export is usually healthy when:

the scope matches the reporting question,
totals reconcile with the same view inside Callaro,
the receiving team can use the file without asking for missing context,
no sensitive fields were exported unnecessarily.

Common errors and failure handling

The export is too large or times out

Reduce the date range, split by campaign, or run separate exports for different audiences. Large files are harder to validate and easier to misuse.

The file is missing important detail

Check whether the wrong report type or filter set was chosen. Re-export only after you confirm the business question and required fields.

The numbers do not match another report

Compare filters, field definitions, and date ranges before escalating. Most mismatches come from scope differences rather than broken data.

The export was shared, but stakeholders cannot interpret it

Add context. Share the reporting definition, outcome meaning, or metric notes alongside the file so the file is not interpreted in isolation.

Acceptance checklist

The export audience and purpose are clear.
Filters and included fields match the question being answered.
Export totals reconcile with in-product reporting.
Sensitive data was limited to what the recipient needs.
The receiving team understands how to interpret the file.