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Reports, Exports & Imports

Messages you see when generating reports or moving data in and out of Protrak. Many exports, imports, and reports run as background jobs — when one of those fails, the message appears in the notifications area; see Notifications & Background Jobs for how to read those.

Reports​

"The report could not be generated."​

  • When it appears: After requesting a report that then fails.
  • What you can do:
    1. Regenerate the report.
    2. Narrow the report — a smaller date range or fewer records is more likely to succeed and is faster.
    3. Check your internet connection.
  • If it keeps happening: Note the report name, any filters/date range you used, and the date/time; take a screenshot. Report it to your administrator.

"The report could not be generated. Contact system administrator."​

  • What it means: The report failed and the next step is with your administrator — this often indicates the report's configuration needs attention.
  • What you can do: Contact your administrator with the report name, the filters you used, and the date/time.

"You do not have permission to view reports."​

"No records were found." / "Regenerate the report to retry."​

  • What it means: The report ran but produced no rows — a normal empty result.
  • What you can do: If you expected data, check your filters and date range, then regenerate. If records still don't appear that you know exist, your role may limit what the report can include — ask your administrator.

"The visibility could not be changed."​

  • What it means: A change to who can see a report/dashboard did not save.
  • What you can do: Retry. If it persists, report it to your administrator.

Exporting data​

"The export could not be completed." / "Failed to export data"​

  • When it appears: When exporting records, a grid, or a dashboard.
  • What you can do:
    1. Retry the export.
    2. Export a smaller selection (fewer rows/columns or a shorter date range).
    3. Check your connection, and confirm the download was not blocked by your browser.
  • If it keeps happening: Note what you were exporting and how much, plus the date/time; take a screenshot. Report it to your administrator.

Export notifications: "Failed to export <item> from <source>" / "Failed to export <item>"​

  • What it means: A background export job failed. The message appears in your notifications.
  • What you can do: Open the notification to read any server detail, then retry the export. See Notifications & Background Jobs.

Importing data​

"The import could not be completed."​

  • When it appears: When importing records or data into Protrak.
  • What you can do:
    1. Open the import file and check it matches the expected format and columns.
    2. Look for obviously invalid rows (missing required values, wrong data types, bad dates).
    3. Try importing a small sample first to confirm the format is accepted, then the full file.
  • If it keeps happening: Keep the exact file you tried to import — Support or your administrator will likely need it. Provide the file, the date/time, and a screenshot. Start with your administrator.

"The Gantt file could not be imported."​

  • What it means: A Gantt/schedule file could not be read.
  • What you can do:
    1. Confirm the file is a supported Gantt format and is not corrupted (open it in its original tool to check).
    2. Re-export it from the source and try again.
  • If it keeps happening: Provide the file and the date/time to your administrator.

Dynamic forms​

"The dynamic form could not be exported for <type> <name>." / "The dynamic form could not be imported for <type> <name>."​

  • When it appears: When exporting or importing a form definition (typically a power-user/configuration task).
  • What you can do:
    1. Retry the action.
    2. For an import, confirm the file is a valid, unmodified export from Protrak.
  • If it keeps happening: This is usually a configuration matter — provide the file, the type/name shown in the message, and the date/time to your administrator. See also Configuration & Advanced Tools.

A note on large operations​

Reports, exports, and imports over very large data sets are the most likely to time out or fail on an unstable connection. Before contacting anyone:

  • Try the same operation with a smaller selection to confirm it works at all.
  • Use a wired or stable connection for big jobs.
  • Let background jobs finish — check the notifications area rather than repeating the request, which can start duplicate jobs.