How to export a defect register to CSV
Use a CSV when someone needs sortable issue data in a spreadsheet. Use a PDF when they need to read the photographs and descriptions together. This guide explains the Site Audit Pro CSV export and how to check it before handing it over.
By Blu Mint Digital. 4 minute read. Last reviewed .
Choose CSV for rows and PDF for photo evidence
A CSV file is useful when a project manager wants to sort, filter or combine issue fields in Excel or Google Sheets. It is a table of text values. It does not carry the report’s page layout, photographs, annotation images or branding.
Send the PDF alongside the CSV when the recipient needs the visual evidence. If they only need a readable list with photographs, a PDF may be sufficient. If the aim is to protect the working project, use an app backup instead; a CSV is not a restorable copy of the project.
Export the register from the report screen
CSV export is a Pro feature in Site Audit for Android. Open the project’s Generate Report screen and review the intended selection before choosing Export Issue Register (CSV).
Where the project has assigned contractor companies, the Issues to include selector can show All contractors or an individual company. The selected contractor is used for the CSV export as well as the PDF. Choose All contractors for a full project register.
This selector filters by assigned company. It does not mean “open issues only”. Review the Status column in the resulting file if the recipient needs to identify outstanding items. Use consistent assigned-company names so a report does not accidentally exclude records stored under a spelling variation.
The generated filename starts with IssueRegister_, followed by the project name and a date-and-time stamp. Complete the save or sharing action using the controls presented on the device, then open the actual file you intend to distribute.
Understand the 15 exported columns
The current export contains the following fields, in this order:
- No.: the row’s number within this export.
- Title: the issue title.
- Description: the recorded issue description.
- Location: the location or area field.
- Floor: the recorded floor.
- Category: the issue category.
- Priority: the selected priority.
- Status: the current issue status.
- Assigned To: the named contact, where entered.
- Contractor: the assigned company, where entered.
- Due Date: the due date, where entered.
- Created: the issue creation date.
- Resolved: the recorded resolution date, where present.
- Resolution Notes: the recorded outcome notes.
- Photos: the number of photos attached to the issue.
Date values are exported in year-month-day form. The Photos column contains a count, not embedded photos, file paths or download links. A value of 3 tells the reader there are three associated photos; they still need the PDF to see the images included in that report.
Treat the row number as a reference to one file
The No. column is numbered from 1 for each export. It is not a permanent issue identifier. A contractor-specific export can therefore have different row numbers from an all-contractor register, and later exports may number the selection differently.
When asking for a response, name the exact file or report version and include the title and location alongside the row number. For example: “CSV issued 27 September, row 4, entry threshold tile.” That is much easier to reconcile than “Please fix number 4” after several files have circulated.
If the recipient needs a permanent identifier for a wider system, agree that separate reference process explicitly. Do not assume this export’s row number provides one.
Check the imported sheet before circulating it
Open the CSV in the intended spreadsheet application. Confirm that it has 15 columns with the expected headers, that descriptions containing commas remain in one cell, and that the selected project and contractor are correct. Compare a few rows against the app.
If everything appears in one column, use the spreadsheet’s text or CSV import flow and choose a comma delimiter. The file is exported as UTF-8 text. Inspect date interpretation as well: spreadsheet software can display dates differently according to local settings.
When sorting, select the complete table so descriptions, assignments and photo counts stay on the same row. Preserve an unchanged copy of the original export before adding formulas, colours or extra response columns.
State which file is the working record
A CSV is a snapshot. Editing the spreadsheet does not update the issues in Site Audit, and the app does not import that edited sheet as a synchronised register. Agree who will reconcile any returned comments with the app’s records.
Send a short cover note identifying the project, export date, contractor selection and requested response. Pair it with the relevant PDF if photographs are needed. The report email templates provide wording, while the contractor workflow explains how to prepare focused packages.