📤 Who is allowed to export lists?

🔍 Contents

Default behavior: export permission by role
Restriction via the "Master and Transaction Data" add-on
Tips & Best Practices
FAQ

🛠️ How it works

Whether a user can export lists depends on two factors:

the user role and team membership,
the configuration of the optional "Master and Transaction Data" add-on (if activated).

If the add-on is not active, the default behavior described below applies. If the add-on is active, the configuration stored there determines which roles are allowed to export.

Default behavior: export permission by role

System Administrator

✅ Can export lists from all teams.
No restriction regarding team membership.

Admin (Cascade)

✅ Can export lists in the teams of their assigned cascade(s).
ℹ️ Note: A cascade typically comprises several connected teams.

Team Administrator

✅ Can export lists in their team.

Standard User (role "None")

✅ Can export lists only in the teams in which they are assigned as a team member.
⚠️ Caution: Without team membership, no export is possible.

External

✅ Can export lists only in the teams to which they have been explicitly added.
⚠️ Caution: External roles have strongly restricted access rights; export in assigned teams is, however, permitted by default.

Restriction via the "Master and Transaction Data" add-on

With the optional "Master and Transaction Data" add-on, the permission to export lists and KPI values can be specifically restricted or fully disabled – for example, to meet the requirements of the works council or data protection officer.

If the add-on is active, the configuration selected there overrides the default behavior described above. Export can be restricted to the following role groups:

Team members only (default setting of the add-on)
System Administrator(s)
Cascade & Team Administrator(s)
or fully disabled

⚠️ Caution: If the export function is disabled for a role, the export button is hidden for the affected users – regardless of their team membership.

ℹ️ Note: In addition, the add-on anonymizes user-related data (e.g. in archived tasks, deviations, or measures) that is older than a configurable period, on a daily basis. The period can be set individually.

✨ Tips & Best Practices

✉️ Check team membership if users do not see an export button.
🔎 When the add-on is active, check the configured export permission first, before looking at the role – in case of doubt, it is the decisive factor.
🔐 Exports are relevant to data protection – review permissions regularly in the context of the GDPR.

❓ FAQ

Who is allowed to export a list as a CSV or Excel file? By default, all users according to their role and team membership (System Administrators, Admins (Cascade), and Team Administrators within their area; Standard Users and External users in their assigned teams). If the "Master and Transaction Data" add-on is active, its configuration determines which roles are allowed to export.

Why don't I see an export button on a list? Possible causes: You are not assigned to the relevant team, or the export function has been restricted or fully disabled for your role via the "Master and Transaction Data" add-on.

Can the export be fully disabled? Yes. The export function for lists and KPI values can be fully disabled via the "Master and Transaction Data" add-on.

Can external users export lists? By default, yes – in teams to which they have been explicitly added. If the add-on is active, this applies only if export is enabled for their role.

Where can I view my role and team membership? In your user profile.