Export Builder

Overview

Export Builder transforms your RegScale data into professional documents by:

Template-Based Generation: Upload DOCX or XLSX templates with placeholder tags
Intelligent Field Mapping: Automatically or manually map RegScale fields to template placeholders
Advanced Filtering: Apply sophisticated filters to control which data is included
Multi-Template Support: Use multiple templates within a single export configuration
Rich Formatting: Preserve template formatting while populating dynamic content

Getting Started

Navigation

Navigate to Setup > Export Builder
Click "Create New Export" to begin

Basic Setup

The Export Builder uses a tabbed interface with three main sections:

Setup Tab

Complete the basic configuration for your export:

Export Title (Required)

Provide a descriptive title for your export configuration
This title will appear in export options throughout RegScale

Status (Required)

Active: Export is available for use in modules
Inactive: Export is hidden from users (default)

Module (Required)

Select the RegScale module you want to export data from
Currently supports Security Plans module

Export Group (Required)

Choose an existing export group or create a new one
Export groups organize related exports in the user interface
Click "✚ Add New Group" to create custom groups

Export Type (Required)

Currently supports DOCX and XLSX formats
Additional formats may be available in future releases

Description (Optional)

Provide additional details about the export's purpose and content

Template Upload and Field Mapping

Export Mappings Tab

Once you've saved your basic configuration, proceed to the Export Mappings tab:

Template Upload

Tag Delimiter: Ensure your DOCX and XLSX templates use {{field_name}} format for placeholder tags
File Upload:
- Drag and drop your DOCX or XLSX file into the upload area, OR
- Click "Browse Files" to select from your computer
Validation: Only DOCX and XLSX files are accepted

Field Mapping Interface
After uploading a template, the system automatically:

Extracts all {{}} tags from your document
Displays them in a mapping table
Provides hierarchical field selection for each tag

Mapping Process
For each template tag:

Select Field: Choose the corresponding RegScale field from the dropdown tree
Data Type: System automatically defaults to data type of Text but the user can override that with mulitple options (RTF/HTML, Date Formats, Checkbox formats)
Auto-Mapping: Use the "Auto Map Fields" button for intelligent automatic mapping

Auto-Mapping Features
The system includes sophisticated matching algorithms that:

Analyze tag names for semantic similarity to field names
Handle complex hierarchical field paths (e.g., systemowner.name)
Provide confidence scoring for matches
Support fuzzy matching for variations in naming conventions

Advanced Filtering

Export Builder includes a powerful filtering system to control which data appears in your exports:

Filter Configuration

Add Filters: Click the "+ Add Filter" button to create data filters
Field Selection: Choose from any available field in the selected module
Operator Selection: Choose from context-appropriate operators:
- Text Fields: Contains, Does Not Contain, Equals, Does Not Equal
- Numeric Fields: Equals, Greater Than, Less Than, Between
- Date Fields: Date Equals, Before, After, Within Last/Next periods
- Boolean Fields: True/False selection
- Person Fields: User selection dropdown
- Organization/Facility Fields: Organizational unit selection

Filter Logic Builder

Create complex filter conditions using boolean logic:

Simple Logic: Individual filters work with AND logic by default
Advanced Logic: Build complex expressions like 1 AND (2 OR 3)
Validation: Real-time validation ensures proper syntax
Table-Specific: Apply different filter logic to different tables within your template

Filter Examples

Basic Filter: Show only active security plans
- Field: Status
- Operator: Equals  
- Value: Active

Complex Logic: Show plans owned by current user OR in draft status
- Filter 1: Owner = Current User
- Filter 2: Status = Draft  
- Logic: 1 OR 2

Date Range: Show plans updated in last 30 days
- Field: Last Updated
- Operator: Within The Last
- Value: 30 days

Sub Templates

Sub Templates allow you to use multiple DOCX templates within a single export configuration, enabling complex document structures:

Creating Sub Templates (only supported for DOCX)

Navigate to the Sub Templates tab
Click "✚ Add Sub Template" or drag DOCX files to the upload area
Each sub-template receives its own field mapping configuration
Configure mappings independently for each sub-template

Managing Sub Templates

View Mappings: Click "View" to configure field mappings for each sub-template
Independent Configuration: Each sub-template maintains separate field mappings and settings
Auto-Mapping: Available for sub-templates with the same intelligent matching
Delete: Remove unwanted sub-templates individually

Use Cases for Sub Templates

Appendices: Main document + supporting appendices
Sections: Different document sections requiring different data structures
Reports: Executive summary + detailed technical sections
Multi-Format: Different layouts for the same data

Data Type Support

Export Builder supports comprehensive data type mapping in the latest release:

Text and Rich Content

Plain Text: Simple text field mapping
Rich Text Format (RTF): Full support for Rich Text Format fields with preserved formatting
- HTML content from rich text editors is automatically converted to proper Word formatting
- Maintains bold, italic, underline, and other text formatting
- Preserves paragraph structure and line breaks
- Supports embedded formatting within table cells
Multi-line: Handles textarea and long text fields

Numeric Data

Integers: Whole numbers with validation
Decimals: Floating-point numbers with precision control
Calculations: Computed fields and formulas

Date and Time

Date Fields: Multiple format options (MM/DD/YYYY, DD/MM/YYYY, etc.)
Text-Based Date Formatting: Support for date fields with Text data type formatting
- Custom date format strings like "MMMM d yyyy" (e.g., "January 15 2024")
- Flexible date parsing and formatting for various input formats
- Automatic date format detection and conversion
DateTime: Full timestamp with time zone support
UTC Conversion: Automatic timezone handling
Relative Dates: "Days ago" and similar calculations

Specialized Fields

Person Fields: User selection with full name resolution
Organization: Organizational unit mapping
Facility: Location and facility information
File References: File names and metadata
Boolean: Checkbox rendering and Yes/No text conversion

Lists and Collections

Single Selection: Dropdown and radio button values
Multi-Selection: Checkbox lists and multi-select fields
Child Records: Related data from linked modules
Subform Data: Embedded form collections

DataObjects

Export Builder supports RegScale-published DataObjects for populating complex data structures or calculated outputs. This includes computed fields and nested objects used in advanced table generation and summaries.

Master Assessment Integration

Export Builder supports integration with Master Assessments for SAP/SAR document generation:

Master Assessment Export Mode

When generating exports from Master Assessment contexts:

Dynamic Module Routing: Export configurations automatically adapt to Master Assessment data sources
Assessment-Specific Data: Access to assessment-specific information and results
File Integration: Exports appear in Master Assessment file subsystems
Contextual Parameters: Export requests include masterAssessmentId parameter for targeted data retrieval

SAP/SAR Document Generation

Security Assessment Plan (SAP): Generate comprehensive assessment planning documents
Security Assessment Report (SAR): Create detailed assessment result reports
Assessment Context: Documents pull relevant data based on the specified Master Assessment
Multi-Format Support: Currently Only Available in DOCX format

Configuration Requirements

Export configurations must be properly configured for Security Plans module
Master Assessment data access requires appropriate permissions
Export templates should include relevant assessment-specific tags (e.g., {{masterAssessment.title}}, {{masterAssessment.items.dateLastUpdated}})

Out-of-the-Box Templates

Export Builder includes a comprehensive set of pre-configured templates to accelerate your compliance documentation:

Available Templates

The following templates are provided out-of-the-box with pre-configured field mappings:

System Security Plan (SSP) Templates:

LABS SSP: Laboratory-specific System Security Plan template
DOE SSP: Department of Energy System Security Plan template
CMMC SSP: Cybersecurity Maturity Model Certification System Security Plan template
FedRAMP Rev 5 SSP: Federal Risk and Authorization Management Program Revision 5 System Security Plan

FedRAMP Rev 5 Assessment Templates:

FedRAMP Rev 5 SAP: Security Assessment Plan template for FedRAMP assessments
FedRAMP Rev 5 SAR: Security Assessment Report template for FedRAMP assessments

FedRAMP Rev 5 Appendices:

FedRAMP Rev 5 Appendix Q: Control Implementation Summary and Customer Responsibility Matrix
FedRAMP Rev 5 Appendix A: Security Controls Selection worksheet
FedRAMP Rev 5 Separation of Duties Matrix: Role-based access control and separation requirements

Using Out-of-the-Box Templates

Template Access:

Navigate to Setup > Export Builder
Out-of-the-box templates are available when creating new export configurations
Templates include pre-configured field mappings and optimized layouts

Template Properties:

Read-Only: Default templates cannot be modified directly
Pre-Configured: Include field mappings, formatting, and compliance-specific content
Copy and Customize: Create custom versions based on default templates

Customizing Default Templates

Copy Workflow:

Select Template: Choose an out-of-the-box template as your starting point
Create Copy: Use the copy function to create an editable version
Rename: Give your custom template a descriptive name
Modify: Edit field mappings, add custom fields, or adjust formatting
Save: Save your customized template for reuse

Customization Options:

Field Mappings: Adjust which RegScale fields map to template placeholders
Filters: Add organization-specific data filtering rules
Branding: Modify headers, footers, and organizational information
Additional Sections: Add custom sections or remove unused content

Benefits of Out-of-the-Box Templates

Faster Implementation: Immediately usable templates reduce setup time
Compliance Ready: Templates follow official formatting and content requirements
Best Practices: Incorporate industry standards and proven approaches
Consistency: Standardized templates ensure uniform document quality
Maintenance: Templates are updated to reflect current compliance requirements

Import/Export Field Mappings

Save time by reusing field mapping configurations across multiple exports:

Exporting Mappings

Complete your field mapping configuration
Click "Export Field Mappings"
Downloads a JSON file containing:
- All field mappings
- Filter configurations
- Filter logic expressions
File naming: [export-title]-field-mappings-[date].json

Importing Mappings

Click "Import Field Mappings"
Select a previously exported JSON file
System validates and applies:
- Compatible field mappings
- Filter configurations
- Logic expressions
Provides feedback on successfully imported vs. skipped mappings

Import Validation

The system ensures imported mappings are compatible by:

Verifying field existence in current template
Checking data type compatibility
Validating filter field availability
Providing detailed error reporting for incompatible mappings

Advanced Features

Template Tag Recognition

Export Builder automatically processes template tags with these capabilities:

Tag Formats

Simple Tags: {{field_name}}
Prefixed Tags: {{SSP|SECURITYPLAN.SYSTEMOWNER.NAME}}
Case Insensitive: Tags work regardless of capitalization
Special Characters: Handles underscores, periods, and dashes

Table Support

Table Detection: Automatically identifies tags within Word tables
Header Recognition: Distinguishes table headers from data rows
Multiple Tables: Supports multiple tables within a single document
Table-Specific Filtering: Apply different filters to different tables

Advanced Processing

Occurrence Tracking: Handles multiple instances of the same tag
Metadata Storage: Preserves tag context and positioning
Dynamic Discovery: Real-time tag extraction from uploaded templates

Performance and Scalability

Efficient Processing: Optimized for large datasets and complex templates
Background Processing: Long-running exports don't block the user interface
Caching: Intelligent caching of template analysis and field metadata
Error Handling: Comprehensive error reporting and recovery

Best Practices

Template Design

Clear Tag Names: Use descriptive tag names that match field names
Consistent Formatting: Maintain consistent tag naming conventions
Table Structure: Design tables with clear headers and data sections
Testing: Test templates with sample data before production use

Field Mapping Strategy

Auto-Mapping First: Start with auto-mapping to handle obvious matches
Manual Review: Verify and adjust auto-mapped fields as needed
Data Validation: Test with real data to ensure proper rendering
Documentation: Keep notes on custom mappings for future reference

Filter Design

Performance: Use specific filters to reduce data processing overhead
Logic Simplicity: Keep filter logic as simple as possible while meeting requirements
Testing: Validate filter results with known data sets
Documentation: Document filter purposes for team understanding

Export Organization

Naming Conventions: Use clear, consistent export titles
Group Management: Organize exports into logical groups
Version Control: Use descriptive titles to track different versions
Access Control: Set appropriate status (Active/Inactive) for different user groups

Troubleshooting

Common Issues

Template Upload Failures

Verify file is in appropriate format (DOCX or XLSX)
Check for corrupted files
Ensure file size is within limits
Confirm template contains valid {{}} tags

Mapping Difficulties

Use auto-mapping as a starting point
Check field availability in the selected module
Verify tag spelling and format
Review hierarchical field paths

Filter Issues

Validate filter logic syntax
Ensure referenced filter numbers exist
Check operator compatibility with field types
Test filters with known data

Performance Problems

Review filter complexity and specificity
Consider template complexity and size
Check for circular references in logic
Monitor system resource usage

Error Messages

"No template tags found"

Template may not contain {{}} formatted tags
Verify tag format and spelling
Check if template was uploaded successfully

"Invalid filter logic"

Review boolean logic syntax (AND, OR, parentheses)
Ensure all referenced numbers correspond to existing filters
Check for balanced parentheses

"Field mapping validation failed"

Imported mappings may reference unavailable fields
Template structure may have changed
Field types may be incompatible

API and Integration

Export Generation API

Export Builder configurations can be triggered programmatically:

REST endpoints for export generation
Bulk export capabilities
Integration with other RegScale modules
Webhook support for automated workflows

Data Sources

Export Builder can access data from:

Primary module records
Related/linked records
Component Control Implementations: Access to linked/mapped component data for Security Plans
- Component-specific control implementations
- Component metadata and relationships
- Cross-referenced component data across multiple security plans
Subform collections
Calculated fields
System metadata

Updates and Changelog

Export Builder is actively developed with regular feature additions:

Enhanced auto-mapping algorithms
Additional data type support
Performance optimizations
User interface improvements
Extended API capabilities

Recent Feature Additions

The following major features have been added to Export Builder:

Rich Text Format (RTF) Support: Enhanced formatting preservation for rich text fields with automatic HTML-to-Word conversion
Advanced Date Formatting: Text-based date formatting with flexible format options and custom date format strings
Component Control Implementation Data: Integration with linked/mapped component data for Security Plans with cross-referenced capabilities
Master Assessment Integration: SAP/SAR document generation with dynamic module routing and assessment-specific data access
Out-of-the-Box Templates: Comprehensive compliance template suite including LABS SSP, DOE SSP, CMMC SSP, and complete FedRAMP Rev 5 template collection

For the latest features and updates, refer to the RegScale release notes and system announcements.

Renders boolean field values as checkboxes.