This Article covers how to Export Reports and the Permissions needed to do so. The second portion of this Article covers how to ensure that Users cannot Export Data.
You can Export the results of your report to an Excel (.xls) or Comma Delimited (.csv) file easily from improveit 360, with just a few clicks.
From your report, find the Export Details button. If you do not have this button, it is likely that your admin has not granted you permission to Export Reports. A System Administrator user can adjust your profile to provide this permission if you need this access.
After clicking the "Export Details" button, you will see the below screen. Keep the top selection for Encoding the same as shown here, "US & Western Eurpoean" unless you're sure you need another form of Encoding. For the File Format, you can choose between Excel(.xls) or Comma Delimited(.csv). We almost always recommend .csv format, because it comes out cleaner when opened in Microsoft Excel, and it also is useful for other Salesforce applications, such as with Data Loader.
When ready, click the "Export" button, and then you will see a download start on your computer. When the download is complete, click the "Done" button to return to your report and finish the export process.
User Profile Permissions for Exporting Reports
The easiest way to know if someone has the ability to export data is to look at their User Profile.
Search for the “Export Reports” permission, it will be in the General User Permissions menu (you can also use Control+F to search the Profile page):
If this box is unchecked, you can be relatively confident that the User did not have the ability to Export data. If the box is checked, the User could have exported data from the system. For this reason, we recommend that only Admins and Management can Export Report data from your system. Here is more on Report and Dashboard Profile Setting Best Practices
While you cannot Report on exported data, you can see who Ran a Report last. If the former employee was the Last person to Run a Report, that can be reported on: Auditing Reports by User Who Ran It Last
Keep in mind, if the Report is scheduled to be refreshed as part of a Dashboard, that refresh will also show in the Report as an incident of the Report being Run.