Reports, exports, and record portability
Create readable operational summaries and portable data extracts while preserving the distinction between a generated snapshot and the live PMA record set.
Before you begin
- The relevant records and dates are present in PMA.
- Your role can view the included data.
- Filters, timezone, units, and organization identity are configured correctly.
- You know whether the output will contain sensitive animal, customer, financial, or team information.
Step-by-step workflow
Choose the report or export purpose
Select a collection, animal, care, breeding, financial, operational, audit, or other supported output based on the decision it needs to support.
Set the scope
Choose organization, date range, statuses, species, Housing, animals, and other filters. Review excluded and archived records.
Preview totals and context
Check record counts, units, timestamps, labels, and missing-data indicators before generating the output.
Generate the appropriate format
Use a printable report for human review or CSV/structured export for portable data analysis. Do not alter source records to improve presentation.
Protect the output
Store and share the file according to the sensitivity of its contents. Use PMA Passport or another bounded workflow when appropriate.
Return to live records for decisions
Confirm important decisions against current PMA data because a generated file does not update after creation.
Expected result
The generated output identifies its organization, scope, filters, and generation context, and the recipient understands that it is a point-in-time representation.
Safety boundaries
- A report is not a live system of record after generation.
- Do not export data a role is not authorized to view.
- Do not treat missing records as proof that an event did not occur.
- Do not edit exported evidence and present it as an original PMA report.
- Financial and health outputs may require additional privacy controls.
Troubleshooting
The report count looks wrong
Review filters, archive status, voided-event visibility, date boundaries, timezone, and organization workspace.
A CSV opens with unexpected formatting
Import it into the spreadsheet application with UTF-8 encoding and the correct delimiter. Preserve identifiers as text.
The latest record is missing
Refresh cloud data, confirm the record saved, and regenerate the report. Existing downloaded files do not update automatically.