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Exporting data

Almost every list, report and record in RecSphere can be exported. Use exports for offline analysis, archiving or sharing data with people who do not use RecSphere.

Where the Export action lives​

You will find Export in three places.

  1. List views - any list (Candidates, Vacancies, Contracts, Timesheets, Invoices) has an Export button above the table. The export reflects your current filters.
  2. The report builder - every saved or open report has an Export action that produces the same rows you see on screen.
  3. Candidate and vacancy records - individual records can be exported, useful for sharing a single profile or a full vacancy pack with a client.

Supported formats​

Three formats are supported across the platform.

  • CSV - comma-separated text. Best for importing into other systems.
  • Excel (.xlsx) - preserves column widths and basic formatting. Best for sharing with people who want to open the file in Excel.
  • PDF - paginated, printable layout. Best for reports you want to share read-only.

Some record-level exports (such as a single candidate profile) are PDF-only. Most list and report exports support all three.

Choosing columns​

By default, an export contains the columns currently visible in the list or report.

  1. Click Export.
  2. Tick or untick columns in the export dialog if you want to override the defaults.
  3. Choose your format and click Save.

If you regularly export the same set of columns, build a saved report instead. Saved reports remember their columns and can be scheduled.

Size limits​

Exports have practical limits to keep them fast and usable.

  • CSV - up to 50,000 rows per export.
  • Excel - up to 50,000 rows per export.
  • PDF - up to 2,000 rows per export, because PDFs paginate.

For larger jobs, narrow the filters and export in chunks (for example, one month at a time), or build a scheduled report that delivers a smaller file regularly.

GDPR and personal data​

Many exports contain candidate personal data: names, contact details, right-to-work information, payroll details. Handle these files like any other personal data download.

  • Store exports somewhere access-controlled, not on a shared drive.
  • Delete the file when you no longer need it.
  • Do not forward exports to people outside the agency without checking your data sharing rules.
Personal data export

Exports often contain candidate personal data. The action is logged in the audit log for review.

Audit log entries​

Every export creates an entry in the audit log. The entry records:

  • Who ran the export and when.
  • The list or report it came from.
  • The filters in use at the time.
  • The format and approximate row count.

Admins can review export activity in the audit log to spot unusual patterns, such as a recruiter exporting the entire candidate list before leaving the agency.