How-toIFS CloudAurena / Lists, LOVs, Analysis Models, Dev tools

IFS Cloud Export to Excel, List of Values, Analysis Models and Dev Tools

Question
ifs cloud export to excel

Also searched as

  • ifs cloud list of values
  • ifs cloud analysis models
  • ifs cloud web tools
  • ifs cloud dev tools

Short answer

In IFS Cloud (Aurena) you export a list to Excel from the options menu of the list or page you are on, and the export respects your filters, visible columns and permission sets. List of values (LOV) fields are lookups bound to a projection entity, analysis models are the multidimensional reporting layer, and the web and dev tools are the Aurena design-time and browser tools.

Applies to: IFS Cloud 22R1 and later, Aurena web client. Menu labels shift slightly between releases, so confirm against your own version.

Export an IFS Cloud list to Excel

  1. 1Open the page that shows the list, for example Customer Orders or Inventory Part In Stock.
  2. 2Apply the filters and the column layout you want first, because the export follows what the list shows, not the whole table.
  3. 3Open the list's options (three dots) or the page Actions menu and look for the Export or Excel entry. Pick the Excel option.
  4. 4Choose whether to export the current page of rows or all rows that match the filter. Large exports run as a background request and download when ready.
  5. 5Open the file and check the row count against the list footer. If rows are missing, a filter or a data access restriction is the usual reason.
  6. 6If the entry is missing, your permission set does not grant it. Ask an administrator to review the permission sets assigned to your IAM user.
  7. 7For repeated exports, build the extract once as an information source and use an analysis or Excel based report instead of repeating manual exports.

What export actually does

Aurena lists are rendered from projection entity sets. When you export, the client asks the same projection for the rows behind the list and writes them to a spreadsheet, so what you get is the data you are allowed to see, with the same security as the screen.

That is why exports differ between users. Two people can export the same list and get different row counts if their permission sets, site access or company access differ. This is behaviour by design, not a defect.

List of values (LOV) fields

A list of values is the lookup behind a field such as Customer, Site or Part No. Clicking the field opens a dialog with the valid rows from a reference entity, with search and sort. The LOV is defined by the page's projection and the model, not by a table you edit directly.

If a LOV shows too many or too few values, the cause is normally a filter in the reference definition, a missing data access permission, or a value that is expired or not valid for the company. Changing the content of a LOV usually means a model or page design change, so treat it as a development task, not a data fix.

Analysis models

Analysis models are IFS's multidimensional reporting layer: you define dimensions and measures over information sources and then slice them in a pivot style view or in Excel. They suit questions like sales by customer group by month, where a flat list export becomes unwieldy.

Start by checking whether a delivered analysis model already covers your question. Building a new one requires an information source, measure and dimension definitions and the right permission sets, and it is worth a short design review so numbers match the finance reports.

Web tools and dev tools

For admins and developers the practical toolkit is: the Aurena page designer and personalization features for layout changes, report and lobby designers for output and landing pages, the projection and OData metadata for integration work, and ordinary browser developer tools (Network tab) to see which projection call a page makes and what it returns.

The browser Network tab is the fastest way to find the exact projection and entity set behind a list. Once you know it, you can call the same OData endpoint from Power BI, a script or an agent instead of exporting by hand.

Browser: F12 > Network > filter on 'projection' or 'odata'
Look for the request URL, for example /main/ifsapplications/projection/v1/<ProjectionName>.svc/<EntitySet>

Try it here, free

IFS Cloud Projection OData URL Builder

Open full tool

Fill in host, realm, projection and entity set to generate the token request and a ready OData GET URL for IFS Cloud projections.

Common pitfalls

  • !Exporting with a filter still applied and assuming the file holds the full table.
  • !Treating an Excel export as a reporting system. Manual exports go stale and cannot be audited.
  • !Expecting two users to get the same export when their permission sets differ.
  • !Editing a LOV by changing data when the real cause is a reference definition or validity date.
  • !Building analysis models without agreeing measure definitions with finance first.

How an ERP-grounded AI assistant handles this

An assistant grounded in the IFS Cloud projections can answer the question behind the export directly, for example open customer orders by site, and show the underlying OData query so the result can be audited. It stays read-only and inherits the user's IFS roles. For on-prem IFS, the model can run inside your network so no ERP data leaves it.

See ERPray

Frequently asked questions

Why is the Export to Excel option missing in IFS Cloud?

Usually a permission set issue. The export action is tied to the page and projection access your IAM user has, so ask an administrator to check the permission sets. Some pages also do not offer an export because they are not list based. Check another list page to confirm the menu appears for your user.

Can I export all rows, not just the visible page?

Generally yes, the export can cover all rows matching the current filter, and large requests run in the background. Always compare the row count with the list footer. For recurring full extracts, use an information source or an OData call instead.

What is the difference between an analysis model and a report?

A report is a fixed, formatted output. An analysis model is an interactive multidimensional structure of dimensions and measures that users slice themselves. Use reports for documents and analysis models for exploration.

How do I see which API a page uses?

Open the browser developer tools, go to the Network tab, reload the page and filter on projection. The request URL shows the projection and entity set, which you can then call through the OData API with a proper token.

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