Export Compliance Data
The Compliance Overview exports what it's showing you — as a PDF summary, as a CSV you choose the columns for, or as a preview of what the next round of fetch requests would do before any of it is sent.
A file containing exactly the columns you chose, scoped to the filters on screen — and, if you're about to run a send, a chance to read it before the emails go out.
Before you start
Everything you export inherits the toolbar's Organisation and Manager filters. Set those first: the file reflects the view, not the whole workforce.
Step 1: Open the export menu
On the Compliance Overview, click Download Report. The menu offers:
| Option | What you get |
|---|---|
| Download as PDF | A formatted snapshot, for handing to the managers who own an area |
| Download as CSV | The underlying rows, with a column chooser |
| Preview next send (Send now) | What a "send now" sweep would do — nothing is sent |
| Preview next send (Scheduled run) | What the next scheduled run would do — nothing is sent |
| WWCC Connect readiness (VIC) | Your Victorian card holders, and what is missing from each |
| WWC Connect upload file (VIC) | The same clearances in Service Victoria's own upload format |
The two preview options only appear if fetch requests are enabled for your organisation and you can manage compliance settings or data sources.
The two Victorian options are covered in Working With Children — run the readiness report first, then the upload file.
Step 2: Choose the CSV's columns
Download as CSV opens a chooser. Columns are grouped, and you can tick a whole group or individual columns inside it.
| Group | What's in it |
|---|---|
| Person | Worker ID, account, name, whether the person is active |
| Role and organisation | Organisation, position, job title, department, location, tags |
| Work contact | Work email, work phone, manager email |
| Personal details | Date of birth, personal email, personal phone, residential address — off by default |
| Record | The credential, exemption, declaration or ban check itself |
| Registry response | The registry's own words, for reconciling an audit |
| Notes and source | Free-text detail, and the system the record came from |
| System identifiers | URNs tracing each row back to its record in Oho |
Work Phone ships in the default columns alongside the work email. Personal Phone sits in Personal details, so tick that group when you need a mobile — for a WWCC Connect nomination, say, which has to be able to reach the worker.
This is a compliance report, so it carries the person only as far as the record needs. It has no nationality, work address, worker type or start date. For the whole worker record, use Admin → Data Sources → Excel → Or export your current data, which downloads your workers and credentials in the upload template format — see Or start from what Oho already holds.
Record Type and Sub-Record Type are always included — without them the rows can't be interpreted — and they carry no personal data.
Personal details is the only group that starts unticked, and the chooser marks it Off by default. It holds date of birth, personal email, personal phone and the residential address. A compliance export usually ends up with a client, an auditor, or on a spreadsheet on somebody's laptop, and an everyday export doesn't need any of them. Tick it only when the recipient genuinely needs it, and remember the file is personal information under the Australian Privacy Principles once you do. See Data retention & privacy.
Under Rows, choose which record kinds to include — Credentials, Exemptions, Declarations, Ban checks — and whether to keep People with nothing on file, which emits a bare row for someone with no records rather than dropping them.
The footnote counts what you've chosen and how many columns are left out. Reset to defaults puts everything back.
The chooser restores last time's selection, so a monthly export doesn't need reconfiguring. It's stored in your browser, so it's per-person and per-device — and if a column is retired, it's silently dropped rather than carried into the file.
Step 3: Preview a send before it happens
Preview next send answers "if I ran this now, who would be emailed and why?" — without sending anything. It downloads a CSV, one row per worker:
| Column | What it tells you |
|---|---|
| Worker, Organisation, Email | Who would be contacted |
| Action | Send a new request, replace the open one, remind, cancel, or do nothing |
| Reason | Why that action — no compliance gap, requirements now met, send limit reached, and so on |
| Would request | The credential types the request would ask for |
| Sends so far, Open request | What has already gone to this person |
| Problems | Anything that would stop the send — most often no email address on file |
| Action code, Reason code | The raw codes, for quoting in a support ticket |
Rows are ordered so the ones that would send something lead, and within those the ones carrying a problem lead again — so the things worth catching are at the top of the file rather than buried among the no-ops.
The two modes reach different people: Send now replaces every open request, while Scheduled run reminds against open requests until the send cap is reached.
Related
- Understand your Compliance Overview — the dashboard these exports come from
- Data retention & privacy — what Oho holds, and your obligations once it leaves
- Send a fetch request — what the send preview is previewing