Merge pull request #13040 from opf/task/48862-add-pdf-export-of-work-…

…plans-to-our-documentation

[#48862] Add PDF Export of work plans to our documentation

docs/user-guide/work-packages/exporting/README.md

@@ -1,83 +1,97 @@
 ---
 sidebar_navigation:
-  title: Exporting
+  title: Export work packages
   priority: 600
 description: How to export work packages for other tools, such as Microsoft Excel
 keywords: work package exports, CSV, Excel, XLS, PDF
 ---
 
-# Exporting work packages
-
-You can export work packages from your OpenProject instance to other formats using the export functionality. 
-
+# Export work packages
 
+You can export work packages from your OpenProject instance in various formats using the export functionality.
 
 ## How to trigger an export
 
-To export a work package table or card view to another format, visit the *Work packages* module or a saved view and click on the settings icon in the top right. Trigger the **Export** dialog from the dropdown menu that opens.
-
-![Exporting from the table](export-gantt-chart.png)
-
-This will open a dialog similar to the following screenshot, where you can select the desired format. Below, we will detail how to control the data being exported as well as the various formats.
-
+To export work packages (table or card view) to another format, visit the *Work packages* module or select a saved view, opening a work package table that you want to export. Click on the settings icon in the top right corner. Trigger the **Export** dialog from the dropdown menu.
 
+![Exporting from the table](openproject_export_wp.png)
 
-![The export dialog](dialog.png)
+This will open a dialog where you can select the desired format. Click on one of the possible formats to start the export. Below, we will detail how to adjust which data should be exported as well as what the various formats contain.
 
+![The export dialog](openproject_wp_export_options.png)
 
+## Export contents
 
-## Changing what will be exported
+All work packages that are included in the work package table in the currently selected view will be exported, unless a certain export limit has been defined by the instance administrator. The limit can be changed in the [work package settings](../../../system-admin-guide/system-settings/general-settings/#general-system-settings) in the system administration. Newly created instances have a maximum of 500 work packages set as a limit by default.
 
-From the work packages module, all work packages that are included in the filter table will be exported. Up to a total of 500 work packages can be exported at once.
+> **Note**: PDF export options includes all of the work packages in the selected work package table, regardless of the limit. The possible export limit is relevant for XLS, CSV and Atom export options.
 
-> **Note**: If you need to export more than 500 items, filter the work packages appropriately to export multiple files.
+**Columns**
 
-For self-hosted versions of OpenProject you can change this limit in the [work package settings](../../../system-admin-guide/manage-work-packages/work-package-settings/) in the system administration.
+The exported file will display the columns that are activated for the work package table. By adding or removing specific columns you can control the columns that will be included into the exported file. Please make sure to [save the work package view](../work-package-table-configuration/#save-work-package-views) you configured for the changes to be included into the report.
 
+Some formats such as PDF will limit the number of columns available due to limitations of the PDF rendering engine to avoid overflowing the available space.
 
-**Columns**
+## Export format options
+OpenProject has multiple options of exporting work packages, including PDF, XLS, CSV and Atom. See below what each format entails.
 
-The exported file will display the columns that you activated for the work package table. With it, you can control the columns that will be contained in various formats. Please make sure to [save](../work-package-table-configuration/#save-work-package-views) the view you configured, as saving is a necessary precondition to keep the selected columns in the export.
+## PDF export
 
-Some formats such as PDF will limit the number of columns available due to limitations of the PDF rendering engine to avoid overflowing the available space.
+OpenProject has multiple options of exporting work packages in PDF format.
 
+### PDF Table 
+PDF Table exports the work package table displaying work packages as single rows with the selected columns for the work package table.
 
+![OpenProject PDF Table export](openproject_pdf_table_export.png)
 
-## PDF export
+### PDF Report
+With PDF Reports you can export detailed up to date work plans for your project in a clean and practical format. It includes includes a table of contents (listing all of the work packages), followed by the description of single work packages in a block form. For each work package a table of attributes is included (attributes correspond to the columns in the work package table). 
 
-OpenProject has multiple options of exporting the results to PDF:
+![OpenProject_pdf_report_export](openproject_pdf_report.png)
+> **Note**: If "display sums" is activated in the work package table, then the sum table is included between table of contents and work packages description in an Overview section.
 
+![OpenProject_work_package_table_sum](openproject_wp_table_total_sum.png)
 
+![OpenProject_pdf_report_sum](openproject_wp_report_total_sum.png)
 
-- **PDF** export of the work package table, listing work packages as rows.
-- **PDF with descriptions** same as above with work package descriptions output. Note that this does not include a fully rendered markdown description, but a stripped version of it due to technical limitations of the PDF rendering engine.
-- **PDF with attachments** of work packages with their attachments inlined to fit as best as possible.
-- **PDF with descriptions and attachments** The above options combined to create a PDF export with work package descriptions and their attachments.
+### PDF Report with images
+PDF Report with images is the same as PDF Report, but also includes the images from the work package description. 
 
+> **Note**: Images attached to the work package or in activity comments are not included into exported report.
 
+![OpenProject_work_package_export](openproject_pdf_report_images.png)
 
 ## Excel (XLS) export
 
+> **Note**: To open XLS exported files into Microsoft Excel, ensure you set the encoding to UTF-8. Excel will not auto-detect the encoding or ask you to specify it, but simply open with a wrong encoding under Microsoft Windows.
+
 OpenProject can export the table for Microsoft Excel with the following options:
 
-- **XLS** a plain sheet that matches the OpenProject work packages table with its columns and work packages as rows matching the selected filter(s).
-- **XLS with descriptions** same as above, but with an additional column for work package descriptions, which cannot be selected in the table.
-- **XLS with relations** Same as XLS, but with additional columns to list each work package relation in a separate row with the relation target and its ID and relation type included in the export.
+### XLS  
+XLS is a plain sheet that matches the OpenProject work packages table with its columns and work packages as rows matching the selected filter(s).
 
-> **Note**: To open XLS exported files into Microsoft Excel, ensure you set the encoding to UTF-8. Excel will not auto-detect the encoding or ask you to specify it, but simply open with a wrong encoding under Microsoft Windows.
+![OpenProject_work_package_export_excel](openproject_export_excel.png)
 
+### XLS with descriptions
+**XLS with descriptions** is same as above, but with an additional column for work package descriptions, which cannot be selected in the table.
 
+![OpenProject_work_package_export_excel_description](openproject_pdf_table_export_description.png)
 
-## CSV export
+### XLS with relations
+**XLS with relations** same as **XLS**, but with additional columns to list each work package relation in a separate row with the relation target and its ID and relation type included in the export.
 
-OpenProject can export the table into a comma-separated CSV. This file will be UTF-8 encoded.
+![OpenProject_work_package_export_excel_relations](openproject_pdf_table_export_relations.png)
 
+### CSV export
 
+OpenProject can export the table into a comma-separated CSV. This file will be UTF-8 encoded.
 
 > **Note**: To open CSV exported files into Microsoft Excel, ensure you set the encoding to UTF-8. Excel will not auto-detect the encoding or ask you to specify it, but simply open with a wrong encoding under Microsoft Windows.
 
+![OpenProject_work_package_export_csv](openproject_export_csv.png)
 
-
-## Atom (XML) export
+### Atom (XML) export
 
 OpenProject can export the table into a XML-based atom format. This file will be UTF-8 encoded.
+
+![OpenProject_work_package_export_atom](openproject_export_atom.png)