Submission Exports

Overview

Xenia provides multiple export options for submission data:

PDF Reports: Formatted inspection reports with scores, photos, and signatures
Excel Exports: Tabular data for analysis and reporting
Flagged Items Report: Focus on non-compliant items
Public Report Links: Shareable report URLs

PDF Export

Generate a PDF report for one or more submissions.

Export Single Submission

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}/logs-pdf" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "logIds": ["submission-uuid"],
    "includePhotos": true,
    "includeSignatures": true,
    "includeNotes": true,
    "includeScore": true
  }'

Request Body:

Field	Type	Required	Description
`logIds`	string[]	Yes	Submission IDs to export
`includePhotos`	boolean	No	Include attached photos (default: true)
`includeSignatures`	boolean	No	Include signature captures (default: true)
`includeNotes`	boolean	No	Include item notes (default: true)
`includeScore`	boolean	No	Include scoring summary (default: true)
`merged`	boolean	No	Merge multiple submissions into one PDF

Response (Async):

{
  "status": "success",
  "code": 200,
  "data": {
    "jobId": "export-job-uuid",
    "status": "processing",
    "message": "PDF generation started. You will receive an email when ready."
  }
}

PDF generation is asynchronous for large submissions. The generated PDF is emailed to the requesting user.

Export Multiple Submissions (Merged)

Combine multiple submissions into a single PDF document.

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}/logs-pdf" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "logIds": ["submission-uuid-1", "submission-uuid-2", "submission-uuid-3"],
    "merged": true,
    "includePhotos": false
  }'

Excel Export

Export submission data to Excel format for analysis.

Export Submissions to Excel

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}/logs-excel" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "dateFrom": "2024-12-01",
    "dateTo": "2024-12-31",
    "locationIds": ["location-uuid-1", "location-uuid-2"],
    "status": "submitted"
  }'

Request Body:

Field	Type	Description
`dateFrom`	string	Start date filter (YYYY-MM-DD)
`dateTo`	string	End date filter (YYYY-MM-DD)
`locationIds`	string[]	Filter by locations
`status`	string	Filter by status
`logIds`	string[]	Specific submission IDs

Response (Async):

{
  "status": "success",
  "code": 200,
  "data": {
    "jobId": "export-job-uuid",
    "status": "processing",
    "message": "Excel export started. You will receive an email when ready."
  }
}

Excel Output Format

The Excel export contains:

Column	Description
Submission ID	Unique identifier
Template Name	Source template
Location	Location name
Submitter	User who submitted
Date	Submission date
Score	Overall score (if enabled)
Status	Submission status
[Question 1]	Answer to first question
[Question 2]	Answer to second question
…	Additional question columns

Spreadsheet Data (JSON)

Get submission data in a tabular format suitable for custom reporting.

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/submissions-spreadsheet" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "checklistId": "template-uuid",
    "dateFrom": "2024-12-01",
    "dateTo": "2024-12-31",
    "columns": ["submissionId", "location", "date", "score", "status"]
  }'

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "headers": ["Submission ID", "Location", "Date", "Score", "Status"],
    "rows": [
      ["sub-001", "Building A", "2024-12-15", 95, "submitted"],
      ["sub-002", "Building B", "2024-12-16", 88, "submitted"],
      ["sub-003", "Building A", "2024-12-17", 72, "pending_approval"]
    ],
    "totalRows": 3
  }
}

Flagged Items Report

Get a report of all flagged (non-compliant) items across submissions.

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/submissions/flagged-items" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "checklistId": "template-uuid",
    "dateFrom": "2024-12-01",
    "dateTo": "2024-12-31",
    "locationIds": ["location-uuid"]
  }'

Response:

{
  "status": "success",
  "code": 200,
  "data": [
    {
      "submissionId": "sub-uuid-1",
      "submissionDate": "2024-12-15T10:30:00Z",
      "location": {
        "id": "location-uuid",
        "name": "Building A"
      },
      "submitter": {
        "id": "user-uuid",
        "fullName": "John Smith"
      },
      "flaggedItem": {
        "id": "item-uuid",
        "title": "Fire extinguisher inspection tag current?",
        "sectionTitle": "Fire Safety",
        "answer": "no",
        "flagNote": "Tag expired 2 months ago",
        "attachments": ["https://storage.example.com/expired-tag.jpg"]
      }
    },
    {
      "submissionId": "sub-uuid-2",
      "submissionDate": "2024-12-16T14:00:00Z",
      "location": {
        "id": "location-uuid",
        "name": "Building A"
      },
      "submitter": {
        "id": "user-uuid-2",
        "fullName": "Jane Doe"
      },
      "flaggedItem": {
        "id": "item-uuid-2",
        "title": "Emergency exit clear?",
        "sectionTitle": "Fire Safety",
        "answer": "no",
        "flagNote": "Boxes blocking exit",
        "attachments": []
      }
    }
  ]
}

Use the flagged items report to create corrective action tasks. Loop through flagged items and create tasks for each issue.

Public Report Links

Toggle Public Report Access

Enable or disable public sharing for a submission report.

curl -X GET "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/logs/{logId}/toggle-public-report" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "isPublic": true,
    "publicUrl": "https://reports.xenia.team/public/abc123xyz",
    "expiresAt": null
  }
}

Generate Public PDF

Generate a PDF for a public report link.

curl -X POST "https://api.xenia.team/api/v1/ops/public/submissions/{submissionId}/pdf" \
  -H "Content-Type: application/json" \
  -d '{
    "accessToken": "public-access-token"
  }'

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "status": "processing",
    "pollUrl": "/api/v1/ops/public/submissions/{submissionId}/pdf-status"
  }
}

Check PDF Generation Status

curl -X GET "https://api.xenia.team/api/v1/ops/public/submissions/{submissionId}/pdf-status?accessToken=public-access-token"

Response (Processing):

{
  "status": "success",
  "code": 200,
  "data": {
    "status": "processing",
    "progress": 60
  }
}

Response (Complete):

{
  "status": "success",
  "code": 200,
  "data": {
    "status": "complete",
    "downloadUrl": "https://storage.example.com/reports/submission-report.pdf"
  }
}

Submission Statistics

Count by Status

Get submission counts grouped by status.

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/submissions-count-by-status" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "checklistId": "template-uuid",
    "dateFrom": "2024-12-01",
    "dateTo": "2024-12-31"
  }'

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "draft": 5,
    "submitted": 120,
    "pending_approval": 15,
    "approved": 100,
    "rejected": 10,
    "total": 250
  }
}

Template Submission Summary

Get submission summary across multiple templates.

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/template-submissions" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "dateFrom": "2024-12-01",
    "dateTo": "2024-12-31"
  }'

Response:

{
  "status": "success",
  "code": 200,
  "data": [
    {
      "checklistId": "template-uuid-1",
      "checklistName": "Daily Safety Inspection",
      "submissionCount": 150,
      "averageScore": 91.5,
      "passRate": 95.3
    },
    {
      "checklistId": "template-uuid-2",
      "checklistName": "Weekly Equipment Check",
      "submissionCount": 24,
      "averageScore": 88.2,
      "passRate": 91.7
    }
  ]
}

Common Workflows

Automated Daily Report

Generate daily reports for management review:

#!/bin/bash
# Daily report generation script

WORKSPACE_ID="your-workspace-uuid"
CHECKLIST_ID="daily-safety-template-uuid"
TODAY=$(date +%Y-%m-%d)

# Export yesterday's submissions to Excel
curl -X POST ".../checklists/${CHECKLIST_ID}/logs-excel" \
  -d "{
    \"dateFrom\": \"${TODAY}\",
    \"dateTo\": \"${TODAY}\",
    \"status\": \"submitted\"
  }"

# Get flagged items for follow-up
FLAGGED=$(curl -X POST ".../submissions/flagged-items" \
  -d "{
    \"checklistId\": \"${CHECKLIST_ID}\",
    \"dateFrom\": \"${TODAY}\",
    \"dateTo\": \"${TODAY}\"
  }")

# Process flagged items (create tasks, send alerts, etc.)
echo "${FLAGGED}" | jq '.data[] | .flaggedItem.title'

BI Integration

Extract submission data for business intelligence platforms:

# Get submission data in tabular format
curl -X POST ".../checklists/submissions-spreadsheet" \
  -d '{
    "checklistId": "template-uuid",
    "dateFrom": "2024-01-01",
    "dateTo": "2024-12-31",
    "columns": [
      "submissionId",
      "location",
      "date",
      "score",
      "status",
      "submitterName"
    ]
  }' | jq '.data.rows' > submissions_2024.json

# Import into data warehouse
# bq load --source_format=NEWLINE_DELIMITED_JSON dataset.submissions submissions_2024.json

Compliance Report Generation

Best Practices

Schedule exports during off-peak hours

Large Excel exports can be resource-intensive. Schedule automated exports during off-peak hours to minimize impact.

Use date filters to limit data volume

Always specify date ranges when exporting. This improves performance and keeps file sizes manageable.

Leverage flagged items for action tracking

Regularly export flagged items and create corrective action tasks. This closes the loop on identified issues.

Archive old exports

Maintain a regular archive of exports for compliance and audit purposes. Don’t rely solely on real-time API access.

Template Management - Create and configure templates
Submission Workflow - Complete inspections
Submission Approvals - Configure approval workflows

Getting Started

Workflows

Integrations

Overview

PDF Export

Export Single Submission

Export Multiple Submissions (Merged)

Excel Export

Export Submissions to Excel

Excel Output Format

Spreadsheet Data (JSON)

Flagged Items Report

Public Report Links

Toggle Public Report Access

Generate Public PDF

Check PDF Generation Status

Submission Statistics

Count by Status

Template Submission Summary

Common Workflows

Automated Daily Report

BI Integration

Compliance Report Generation

Best Practices

​Overview

​PDF Export

​Export Single Submission

​Export Multiple Submissions (Merged)

​Excel Export

​Export Submissions to Excel

​Excel Output Format

​Spreadsheet Data (JSON)

​Flagged Items Report

​Public Report Links

​Toggle Public Report Access

​Generate Public PDF

​Check PDF Generation Status

​Submission Statistics

​Count by Status

​Template Submission Summary

​Common Workflows

​Automated Daily Report

​BI Integration

​Compliance Report Generation

​Best Practices

​Related Guides

Overview

PDF Export

Export Single Submission

Export Multiple Submissions (Merged)

Excel Export

Export Submissions to Excel

Excel Output Format

Spreadsheet Data (JSON)

Flagged Items Report

Public Report Links

Toggle Public Report Access

Generate Public PDF

Check PDF Generation Status

Submission Statistics

Count by Status

Template Submission Summary

Common Workflows

Automated Daily Report

BI Integration

Compliance Report Generation

Best Practices

Related Guides