Who can use it?
✅ Available to all user roles
✅ Included in all subscription plans
❌ Not available on mobile
🔐 You can only export content you have permission to access
💡 If you’re using “View as,” your export will reflect the permissions of the group you’re viewing as.
Where to find the Project Index
You’ll find the Project index button in the top menu of the Documents page.
Two options are available:
Project index – export the full project structure (based on your current view or folder location)
Custom project index – export selected content with filters
How to export the Project Index
1. Project index (default)
This option exports the entire structure of the data room — or just the section you’re viewing — in one click.
To export the full project structure:
Go to the Documents page
Open the root folder
Click Project index → Project index
The .XLSX file will download automatically
2. Custom project index
Use this option to apply filters and choose what content to include before exporting.
To create a custom Project index report:
Click Project index → Custom project index
A customization window will appear
Adjust the settings as needed
Click Export
You can apply the following filters:
Contents
Choose what kind of items you want to export:
Files and folders (default)
Only files
Only folders
Each option affects the structure and columns in the export.
Option | Key Differences |
Only files | Excludes folder size, includes file-specific details |
Only folders | Excludes file size and page count |
Files and folders | Full structure, with all data included |
💡 Notes will be added at the bottom of the file (e.g., “Include: Files only, no Recycle bin”).
Recycle bin
Toggle to include or exclude deleted items.
When enabled, the Recycle bin appears as a separate folder at the end of the report
Deleted items will include a column: Deleted to Recycle bin on
💡 By default, the toggle is ON — so Recycle bin items are included unless you turn it off.
Documents uploaded after
Enable this toggle to filter items based on upload date.
Select a single date using the calendar
Only items uploaded on or after this date will be included
Applies to all content types: files, folders, or both
💡 You can’t select dates before the room’s creation or after today.
What’s inside the exported report?
The exported file is a structured .XLSX file containing detailed information about every folder and document based on your selection.
Administrators are the only users who can view the complete project index, providing them with full visibility over the entire project structure, including contents of the recycle bin. Other project participants (non-administrators) can also export the project index; however, their exported report will be filtered to display only those documents and folders they specifically have permission to access.
File contents overview
Column | Description |
Virtual Data Room | Project name |
Report generated | Timestamp in UTC |
Total pages | Sum of all pages (excluded for “Only folders”) |
Total MB | Sum of all item sizes |
Type | Item type (e.g., Folder, PDF) |
Index | Index number (if indexing is enabled) |
Name | File/folder name (non-hyperlinked) |
Link | Direct link to the item |
Unique ID | Internal system ID |
Status | Publication status (admins only) |
Pages | Page count (excluded for “Only folders”) |
File size, MB | Individual file size |
Folder size, MB (no subfolders) | Folder size without subfolders |
Folder size, MB (with subfolders) | Folder size including subfolders |
Added on | Upload date |
Deleted to Recycle bin on | Shown only for deleted items |
Path | Full folder path |
Labels | Any labels assigned |
Notes: Private | Your own private notes |
Notes: Group | Your group notes (if applicable) |
Notes: Public | Visible notes shared with all |
💡 Most columns are always included unless excluded by your selected export type.
💡 If you generate an AI Index Summary (see below), an additional Summary column appears after Name, containing the AI-generated summary text where available.
To see how much data has been uploaded to the project overall (including data removed from the recycle bin), check the Data storage report in the Reports tab.
Export Project index by context
Users can export their Project index with greater granularity by using:
Selected items
Exporting selected items
Begin by selecting items you wish to include in your report.
How to export the selected items in your Project index report
Once you have selected or filtered your items as required, you can then export. In the Project index dropdown, you will find a Selected items option. Press this to download the report to your system.
Only the items selected will be included in the report
This function will still work when users use the quick access menu or the filters in the search
Generate an AI Index Summary
AI Index Summary adds an AI-generated Summary column to your Project index export, giving you a quick read on project content without opening every file.
Who can use it?
Requires AI Search enabled at both the project level and your user group level
Available on the Elite plan
Available to admins and non-admins once the above conditions are met
❌ Not available on mobile
How to generate a summary
A button appears in the Document list, next to the existing Project index button.
Click the button.
A confirmation dialog appears.
Confirm to start generating summaries for the room.
The report is prepared in the background and sent to you by email, with the XLSX file attached, when it's ready.
What you'll receive
The emailed XLSX file matches your regular Project index export, with a Summary column added after Name.
If a document already has a summary, it's reused rather than regenerated — as long as the document is on its current version and hasn't been redacted since.
Only the current version of each document is summarized.
Up to 1,500 files per room are summarized.
Files beyond the cap appear in the report without a summary.
The Summary column follows the same visibility rules as the rest of the report: administrators see a Publishing column and every file, including recycle bin contents, while non-administrators see only published files and no Publishing column.
Why is my Summary cell empty?
A summary can't be generated, and the cell will be empty, when:
The document is still being converted, redacted, or processed with OCR
The document has no extractable text (no .txt file available)
A document was recently redacted (its previous summary is cleared and isn't reused)
All documents — including recycle bin items and Q&A attachments — are still included in the report even when no summary is available for them.