You may want to export your search results to a spreadsheet to process it or analyse it in Excel, or to send the results to someone. BC search results in a spreadsheet are called Search Reports.


If you are already looking at a page of BC search results because you have just run a search, or because you are in a BC collection, then you can export your results as a search report by clicking View/Change | Export Results. Or, if you are on the Advanced Search page in BC, you can click Create Report.







Both routes take you to the Export Search Results page.


  1. Give your Report a Name and Description



    At the very top of the page (outlined in blue in the screenshot), there will be an estimated count of the number of results BC believes will be in your report. Check that this seems like approximately the right number of items that you're expecting.

    The next part of the page has some options which allow you to configure the report. We would normally recommend leaving the other options configured as they are unless you need something very specific. However, it may help to enter a name and description for the report if you wish (boxes outlined in red in the screenshot). If you choose not to enter anything in these boxes, BC will automatically generate a name and description for the report, so it's not essential.

    Below this, you will see the Output fields section.


  2. Select which fields you would like to appear in your report

    The output fields section is a list of all columns that you can add to your report, that will show information about each of the items that will be coming back as rows in the report. The columns are different based on what kind of items will be coming back in your search.

    The output fields are organised by type:

    • General Attributes
      These are system fields common to all objects in BC. Fields that are particularly useful from this section include:
      • ID - this helps you identify which is which if you have two items with the exact same name
      • Name
      • Description
      • Location
      • URL (Excel, titled) - This will give you a link to the item in BC which you can open from your spreadsheet.

    • Metadata Values
      These are the metadata fields from your Space/Project which apply to items that are coming back in your search. It's useful to look through these as the information is usually helpful, especially if you're bringing back lists of documents. Note that not all the fields that appear in this list may be available against all of the items that are returned by your search. So, you might find that some of the results in your search have blanks in these columns where this is the case.

    • File Metadata
      These fields apply to emails which have been "popped" into BC or which have been uploaded using the BC Outlook Add-In. If you are expecting emails to come back in your search, you might find it useful to add these fields to see the additional information available about the emails.

    • Date/Time
      These fields allow you to get information about the time/date of the last events of certain types on the items which have come back in your search.

      You'll see that there are three checkboxes in this section. This allows you to choose whether you want both the date and time together (the first checkbox), just the date (the second checkbox), or just the time (the third checkbox). This is useful if you want to be able to filter on the date and time separately for example - you can have both in your report but have them in separate columns.



      The most commonly used fields in this section are:
      • Created - the creation date/time of the item
      • Issue Sent Out - the date an issue was sent (no value will be shown against documents or containers).
      • Last Modified - the last time that the item was changed in the system

    • User
      These fields allow you to get information about the uses who have carried out actions on the items in your search results. If there is more than one user who has carried out actions, you will see the user information separated by a comma in the search report.

      As with the Date/Time fields above, you'll see that there are a lot of different checkboxes available in this section, depending on what information you want to get back about the users. It's likely that you might want to tick more than one of the boxes in this section if you want user information. The first checkbox defaults to showing the user's full name.




    • Document Versioning
      This section gives you information about the versions that are available - this only applies to documents.
      • Has revisions - whether there are other revisions of the documents in the system
      • Latest Version number - the version number of the highest document in the stack that the document in your report belongs to
      • Revision of... - the previous revision of the document in your report
      • Version Comments - if users have entered comments about the differences between versions when they have been uploading their documents, these will be displayed
      • Version Number - the version number of the document in your report

    • Enumerated Per-User Issue Values
      This section gives you dates, counts and information that might be different for different recipients relating to any issues that may come back in your search results. For example you can get the date each of your issue's recipients first responded to the issue, or details of the Issue Notes that each individual user was sent. You can also get a count of the number of tasks each user has outstanding on the issue.

      As with some of the other sections above, there are different checkboxes available in this section.
      • The first checkbox gives you a list of all the information available for all the users on the issue, including where it is unable to find information for some users.
      • The second checkbox gives you a list of all the information available for all the users on the issue, but excludes where it is unable to find information for some users.
      • The third checkbox includes the usernames that go with the pieces of information, including where it is unable to find information for some users.
      • The fourth checkbox includes the usernames that go with the pieces of information, but excludes where it is unable to find information for some users.



    • Aggregated Issue Data
      This section gives you information about any issues that may come back in your search results.

      As with some of the other sections above, there are different checkboxes available in this section. They behave the same as the Enumerated Per-User Issue Values section above.

    • Issue Responses and Exposed Issue Responses
      If you have any issues coming back in your search results which have responses on them, you will see these two sections.

      The Issue Responses section does not allow you to distinguish a particular field in a response (e.g. "Comments") where the response was made for a particular reason for issue, it will just show you all responses made in this field. However, the Exposed Issue Responses section allows you to show only "Comments" fields related to a specific reason for issue. This is useful in the situation where you are looking for documents that have been issued through a particular workflow where you're checking either the status or responses.

      As with some of the other sections above, there are different checkboxes available in this section. They behave the same as the Enumerated Per-User Issue Values section above.

    • If you have documents coming back in your search results, you will see an additional option at the bottom of the page called Include associated issues in output
      If you click on the checkbox for this option, a second set of checkboxes will appear.

      This section allows you to include information about the issues that the documents in your report have been sent out on. The second set of checkboxes allows you to select additional columns to add to your report to include this issue information. Each of the checkboxes that you check in this section will give you a column relating to this issue information.

  3. Preview your report

    Once you have selected the fields that you want in your report, choose the Preview OutputĀ button at the bottom of the page. It's important to do this to make sure you're getting back the fields and information that you want.

    You will be given a link to a preview of the report which shows the first 10 results of the report you will be running. Open it and check that the fields are showing the information that you want.

    If you need to make any changes, click Choose Output Fields to go back and change the fields. Any fields you add at this point will go on to the end of the list of columns and will show up to the right of your report.

    If you want to make a change to the name or description or other settings from the first part of the report setup, choose Configure Report.

    If you're happy with the preview, you can go ahead and run the report:
    • If your report has more than 1000 results, you will not be able to run the report right away. This is to make sure you do not impact on the server performance for other users. You will need to either Schedule ReportĀ which allows you to set up the report to run to a schedule (see this article) or click Run Overnight to schedule the report to run tonight so that it will be available for you this morning. The second option is best if it is a one-off report.

    • If your report has fewer than 1000 results, you will be able to use the Export Results button which will allow you to download the report immediately.