Import or export a file

If you have existing Microsoft® Office® Word, Excel, or Powerpoint files, you can import and convert them to Documents, Spreadsheets, and Presentations in Workiva. Additionally, you can also import and export a Workiva File, which is a specific file type that can only be opened and used within the Workiva platform. 

Using a Workiva File type keeps permissions and links for a file or a group of related files, like a folder. This is helpful to when you want to keep files for archival purposes. If you need to move files from one workspace to another, you can copy a file to another workspace. 

You can import several different file types – Workiva Files, .docx, .xlsx., and .pptx. Follow the steps below based on the type of file you want to import.

Import a Workiva File

When you import a Workiva file, permissions are only kept if you import it in its original workspace. Permissions are reset if you import a Workiva File into a new workspace. 

To import a Workiva File in Home:

1

Click the Create menu in the top left and select Import .

2

Select Import Workiva File.

3

Browse to choose your file and click Import.

4

Select import settings and a folder location. If you don't select a location, it will default to the root directory.

5

Click Import to finish.

After you import the file, you can update permissions and begin working with it.

Workiva File from another Workspace

If you are importing a Workiva File from another workspace, there is an additional middle step to ensure you are importing into the correct workspace. To proceed, type the name of the workspace you are importing the file into. In the example below, you'd type "Reporting" and then click Next.

Import a Microsoft Office file

You need to have the Editor role to import Microsoft files into Workiva. To import a Microsoft Office file in Home:

1

Click the Create menu in the top left.

2

Select Import .

3

Select Import Excel, Import Word, or Import Powerpoint based on the type of file you want to import. 

4

After the prompt loads, choose your file and click Import.

After you import the file, you can update permissions and review formatting. You may notice that some formatting looks different depending on the type of file.

Note: CSV files must be in UTF-8 format. If your file contains unsupported characters, return to Excel and export it again.

 

Additional options

When you are working in a file, there are additional options for importing. For more information, see the following articles:

• Create or Import a Document
• Create or Import a Spreadsheet 
• Create or Import a Presentation

Export a Workiva File

To export a Workiva file type, you need at least Viewer permissions. This file type can only be viewed in Workiva.

To export a Workiva File:

1

Find the file you want to export in Home or Files.

2

Right-click the file and select Export Workiva File .

3

Choose export settings.

4

Click Export to finish.

Additional options

When you are working in a file, there are additional options for exporting. For more information, see the following articles:

• Export a Document
• Export a Spreadsheet
• Export a Presentation