Exporting Data from ScopeBetter

Overview

ScopeBetter provides two main ways to extract your data: through the user interface (GUI) with Excel exports and through the Public API. This gives you flexibility to get your data in the format that works best for your workflow, whether you need quick exports for reporting or automated data integration with other systems.

Export Methods

1. GUI Exports (Excel)

Excel exports through the user interface are ideal for quick data extraction, ad-hoc reporting, and manual data analysis. These exports are accessible directly from various sections of the platform and download as Excel (.xlsx) files.

2. Public API

The Public API provides programmatic access to your data, perfect for automated reporting, system integrations, and custom applications. API responses return data in JSON format that can be processed by your tools and systems.

What Data Can You Export?

Available Through GUI (Excel Export)

• Members (Users): Your team members and their details
• Rate Cards: Rate card information including roles and rates
• Library Items: Deliverables, components (both fixed fee and time-based), and third-party costs (TPCs)
• Scopes: Complete scope information and data
• Tasks: Task definitions and configurations
• Reports: Pre-configured reports including Scopes by Role, Scopes by Value, Library Deliverables, and Library TPCs

Available Through Public API

• Clients: Client information and details
• Folders: Folder structure and organization (SOWs)
• Rate Cards: Rate card data and configurations
• Scopes: Scope information and metadata
• Scope Deliverables: Deliverable-level data within scopes
• Company Members: User and team member information

GUI Export Locations and Instructions

Exporting from the Library

Location: Library section

What you can export:

• Components (time-based)
• Fixed Fee components
• Deliverables
• Deliverables with Components (includes the full structure)

How to export:

1. Navigate to "Library" in the top navigation menu
2. Select the type of item you want to export (Components, Deliverables, etc.)
3. Look for the "Export" button or option (typically in the top right area)
4. Click to download the Excel file
5. The file will download to your default downloads folder

Tip: When exporting "Deliverables with Components", you'll get a comprehensive export showing the relationship between deliverables and their associated components.

Exporting Members

Location: Manage > Members

What you can export:

• Member name
• Member email address
• Permission profile
• Last activity date

How to export:

1. Click on "Manage" in the top navigation menu
2. Navigate to "Members"
3. Click the "Export members" button or option
4. The Excel file will download automatically

Use case: This is useful for HR purposes, team planning, or auditing user access.

Exporting Rate Cards

Location: Manage > Rate Cards

What you can export:

• Rate card details
• Roles and their associated rates
• Rate card versions

How to export:

1. Click on "Manage" in the top navigation menu
2. Navigate to "Rate Cards"
3. In upper right corner click on three dots and select "Export" option 
4. Select the rate card name and click to download the Excel file

Important: Rate cards must be exported one at a time. If you need multiple rate cards, repeat the process for each one.

Exporting Tasks

Location: Manage > Data > Tasks

What you can export:

• Task name, rate card and description
• Roles and hours

How to export:

1. Click on "Manage" in the top navigation menu
2. Select the "Data" tab
3. Click on "Tasks" in the left sidebar
4. In upper right corner click on three dots and select "Export tasks" option
5. The Excel file will download automatically

Exporting from Reports (Dashboards)

Location: Dashboards > Reports Downloads

Available reports:

• Scopes by Role
• Scopes by Value
• Library Deliverables
• Library TPC (Third-Party Costs)

How to export:

1. Click on "Dashboards" in the top navigation menu
2. Navigate to the "Reports Downloads" section or similar reporting area
3. Select the report you want to download
4. Click the download or export button for that report
5. The Excel file will download automatically

Use case: These pre-configured reports are excellent for executive summaries, resource planning, and financial analysis.

Using the Public API

Accessing the API Documentation

The ScopeBetter Public API documentation is available at:

https://api.scope.expert/swagger-ui.html#/

This Swagger UI interface provides:

• Complete list of available endpoints
• Request and response formats
• The ability to test API calls directly from the documentation
• Authentication information

Available API Endpoints (GET)

The following GET endpoints allow you to retrieve data:

Company Members

• Retrieve information about users in your organization
• Endpoint format: GET /api/members or similar

Scopes

• Retrieve scope information and metadata
• Endpoint format: GET /api/scopes or similar

Scope Deliverables

• Retrieve deliverable-level information within scopes
• Endpoint format: GET /api/scopes/{scopeId}/deliverables or similar

Rate Cards

• Retrieve rate card data and configurations
• Endpoint format: GET /api/ratecards or similar

Clients

• Retrieve client information
• Endpoint format: GET /api/clients or similar

Folders (SOWs)

• Retrieve folder structure and organization
• Endpoint format: GET /api/folders or similar

How to Use the API

Step 1: Authentication

You'll need API credentials to access the endpoints. Contact your administrator or support team to:

• Obtain your API key or authentication token
• Understand your organization's API access permissions

Step 2: Explore the Swagger Documentation

1. Visit https://api.scope.expert/swagger-ui.html#/
2. Browse the available endpoints
3. Review the request parameters and response formats for each endpoint
4. Use the "Try it out" feature to test endpoints directly from the documentation

Step 3: Make API Calls

You can make API calls using:

• Programming languages (Python, JavaScript, etc.)
• API testing tools (Postman, Insomnia)
• Command-line tools (cURL)
• Custom applications or scripts

Step 4: Process the Response

API responses are returned in JSON format. You can:

• Parse the JSON in your application
• Transform it into the format you need (CSV, Excel, database records)
• Integrate it with other systems

Example API Workflow

1. Authenticate with your API credentials
2. Make a GET request to /api/scopes
3. Receive JSON response with scope data
4. Parse the JSON and extract needed information
5. Export to your desired format or system

Choosing Between GUI Export and API

Use GUI Export When:

• You need data quickly for a one-time analysis
• You're comfortable working with Excel files
• You don't need automated or scheduled exports
• You want pre-formatted data that's ready to use
• You're performing ad-hoc reporting

Use Public API When:

• You need automated data extraction
• You're integrating ScopeBetter with other systems
• You want to build custom applications or dashboards
• You need real-time data access
• You're setting up scheduled data synchronization
• You have technical resources available
• You need to process large volumes of data programmatically

Best Practices

For GUI Exports:

• Schedule regular exports if you need recurring reports
• Name your files consistently to keep track of different exports and dates
• Document what you export and why, especially if sharing with others
• Check for updates as new export options may be added to the platform

For API Usage:

• Review rate limits to avoid hitting API restrictions
• Use pagination for large data sets to improve performance
• Cache responses when appropriate to reduce API calls
• Handle errors gracefully in your code to manage API issues
• Keep credentials secure and never share them publicly
• Monitor API changes through documentation updates

General Best Practices:

• Test your exports with a small data set first
• Verify data accuracy after export
• Back up your data regularly
• Document your export processes for team members
• Consider data privacy and ensure exports comply with your organization's policies

Data Format and Structure

Excel Exports

Excel exports typically include:

• Column headers describing each field
• One row per item (member, scope, deliverable, etc.)
• Formatted cells for easy reading
• Multiple sheets for complex exports (e.g., Deliverables with Components)

API Responses

API responses return data in JSON format with:

• Structured objects and arrays
• All available fields for the requested resource
• Nested data where relationships exist (e.g., deliverables within scopes)
• Metadata like timestamps and IDs

Troubleshooting

Problem: Export button not visible Solution: Check your user permissions. Some exports may require administrator access. Contact your admin if you need access.

Problem: Excel file won't open or is corrupted Solution: Ensure the download completed fully. Try exporting again, and check that you have the latest version of Excel or compatible spreadsheet software.

Problem: API returns authentication error Solution: Verify your API credentials are correct and haven't expired. Contact your administrator to refresh your API access.

Problem: API response is empty or missing data Solution: Check that you're using the correct endpoint and parameters. Verify that data exists in your account for what you're requesting.

Problem: Export contains more/less data than expected Solution: Review any filters or selection criteria you applied. Some exports may respect view filters or current selections. Some exports can have in-built filters. 

Problem: Rate card export only shows one card Solution: This is expected behavior. Rate cards must be exported individually. Open each rate card separately to export it.

Common Use Cases

Financial Reporting: Export scopes by value and role to analyze project profitability and resource allocation.

Resource Planning: Export members and scopes to understand team capacity and project assignments.

Client Management: Use API to pull client and scope data into your CRM system.

Library Management: Export library deliverables and components to audit and update your standard offerings.

Compliance and Auditing: Regular exports of members and scopes for compliance documentation and audits.

Data Migration: Use API to extract data for migration to other systems or for backup purposes.

Custom Dashboards: Build custom reporting dashboards by pulling data through the API and visualizing it in BI tools.

Additional Resources

Getting API Credentials

Contact your system administrator or ScopeBetter support to obtain:

• API keys or authentication tokens
• Documentation on authentication methods
• Information about rate limits and usage policies

API Support

For technical questions about the API:

• Review the Swagger documentation at https://api.scope.expert/swagger-ui.html#/
• Contact ScopeBetter support for API-specific assistance
• Check with your technical team for integration guidance

Export Support

For questions about GUI exports:

• Contact your administrator to understand available export permissions
• Reach out to ScopeBetter support for export functionality questions

Security and Privacy Considerations

Protect Exported Data: Excel files containing company data should be stored securely and shared only with authorized personnel.

Secure API Credentials: Never share API keys or tokens publicly. Store them securely and rotate them regularly.

Comply with Policies: Ensure all data exports comply with your organization's data governance and privacy policies.

Audit Trail: Keep records of who exports data and when, especially for sensitive information.

Data Retention: Follow your organization's policies for how long to retain exported data files.

Need Help?

For GUI export questions: Contact your administrator or ScopeBetter support team.

For API access and technical questions: Contact your technical team or ScopeBetter support for API documentation and credentials.

For data format or structure questions: Review the Swagger API documentation or export a sample file to understand the structure.