Exporting Audit Data

1. Why Export Audit Data

Audit submissions live in Xenia's reporting system and are fully accessible within the platform. But there are scenarios where you need the data outside of Xenia:

• Regulatory compliance files that require physical or archived records
• Sharing audit results with a party who doesn't have Xenia access (a franchisor, a health inspector, a property owner)
• Analyzing trends across hundreds of submissions in Excel
• Building records for legal protection or insurance purposes
• Scheduled reports delivered automatically to leadership every week or month

Xenia supports three distinct export types, each serving a different purpose. 

2. Export Type 1 — Individual Checklist Report (PDF)

What it is: A detailed PDF summary of one specific checklist or audit submission — formatted and print-ready, including all responses, timestamps, photos, section scores (if scoring is enabled), the overall score and rating, and flagged items.

What it's good for:

• Sending a single audit report to a franchisor, health inspector, or property owner
• Attaching to a compliance file
• Proof of work — the timestamped record with photos proves when the audit happened and what was found
• Identifying backfilling — timestamps on each step reveal whether the audit was completed in real time or filled in retroactively

How to generate it:

1. Go to Operations → Templates → [Audit Template]
2. Click into the Submissions view
3. Find the submission you want to export
4. Open the submission → look for Download or Export PDF
5. The PDF generates immediately and downloads to your device

Also accessible from: The submission confirmation screen immediately after the audit is submitted. The auditor can download the PDF right there.

PDF size note: If the audit contained many high-resolution photos, the PDF may exceed ~25MB. In that case, a download link is provided in place of a direct file attachment. The full content is still accessible.

3. Export Type 2 — Checklist Response Log (Excel/CSV)

What it is: A flat Excel or CSV file containing every response to every completed submission for a given template, across all locations, within a selected date range. One row per submission, one column per step.

What it's good for:

• Analyzing temperature log data across all locations over a month — every reading, every step, in a spreadsheet
• Looking at survey responses in aggregate
• Importing audit response data into an external analytics tool or compliance database
• Finding patterns in log data (which locations consistently log out-of-range temperatures, which steps fail most often) that would take many individual report clicks to discover manually

How to generate it:

1. Go to Operations → Templates → [Audit Template]
2. Find the Export or Download option — look for an export button in the submissions view or at the template level
3. Select Checklist Response Log (or equivalent export option)
4. Set the date range and any location filters
5. The file downloads as Excel/CSV

When to use this over the PDF: Use the PDF for a single submission that needs to be read or shared as a formatted document. Use the Response Log when you need to work with the data in bulk — sorting, filtering, pivoting across many submissions.

4. Export Type 3 — Task and Work Order Board Report (PDF or CSV)

What it is: A customizable report of your Tasks and Work Orders board — all the corrective tasks generated from audit workflows, filterable by date range, location, category, status, and assignee.

What it's good for:

• Seeing all corrective actions generated from audit failures over a specific time period
• Reporting on how many audit-triggered maintenance issues were resolved vs. still open
• Work completed by a specific team in a specific time window
• Sharing with a property owner or facilities director the volume and resolution rate of maintenance issues

How to generate it:

1. Go to Tasks & Work Orders
2. Apply your filters — date range, category (Audit Corrective Action), location, status
3. Find the Export or Download option
4. Select format: PDF or CSV
5. Download

5. Scheduled Reports (Report Automation)

For recurring export needs — weekly audit summaries emailed to area managers, monthly response logs delivered to compliance teams — Xenia's Report Automation feature lets you schedule automatic delivery.

Where to configure: Reporting → Report Automation (or Reports → Create Schedule)

Options:

• Report type: Grid Report (Excel/CSV), Task Export, Submissions Export
• Frequency: Daily, Weekly (with specific day selection), Monthly (with specific day of month)
• Recipients: Specific users, roles, or email addresses
• Data visibility: Full visibility (all recipients get the same data) or Location-based visibility (each recipient receives only the data for their location memberships — a District Manager receives their district's data; a Regional Manager receives their region's)

Location-based visibility is the critical feature for multi-location operations. When scheduled with location-based visibility, Xenia generates a personalized report for each recipient filtered to their location permissions at the time of generation. A DM covering 5 stores gets those 5 stores' data. An RM covering 3 districts gets all 3 districts. No one sees data outside their access scope.