This guide outlines the process for exporting OKR (Objectives and Key Results) and user data from Viva Goals for import into RhythmsAI. In another guide, we will explain how you can import this data into Rhythms.
Prerequisites
Administrator access to Viva Goals
Access to the email account associated with your Viva Goals administrator account
Export Process
Microsoft Viva Goals recently started to offer a way to export organizational data using one click for migration. Microsoft has been rolling out this feature to Viva Goals tenants recently. With this organizational export enabled for your organization, please begin the process from Part 1, and then proceed with Part 2. To ensure the OKR data exported in Part 1 is in sync with the data in Part 2, be sure to do both exports on the same day/in the same sitting.
Part 1: One-Click Organizational Export
Step 1: Navigate to Admin Dashboard
Go to the Admin Dashboard in your Viva Goals interface.
Step 2: Access Export Settings
In the Admin Dashboard, look for the Export tab in the main navigation
Click on Export to access the organizational export options
Step 3: Configure Export Settings
You'll see the "Export your Organization Data" section
Select JSON as your export format (recommended for complete data preservation and structure)
The exported data will contain OKR, team, and member information.
Step 4: Export Data
Click the Export button
You will receive an email with a download link to your exported data
The export zip file will include multiple JSON files containing different aspects of your organizational data: check-ins data and progress updates, all OKRs and objectives data, tag information and classifications, team structure and organization, time period and cycle information, and user and member information
Part 2: OKR and User Export
Step 1: Navigate to the home screen of Viva Goals where you will see your company's OKRs. We are going to export two sets of information: the OKRs themselves and the user data.
Step 2: Spot the Explorer option in the left panel. Create a new view of all objectives. Remove any filters so you can see all the objectives. Choose the flat list display option. You can save the view to easily access the view for future exports.
Step 3: Now, select the Export option and choose to export to Excel.
Step 4: In the export settings, opt for the CSV format, select all fields, and choose to export Children. Ensure that you leave the 'Export tag values as separate columns' option unchecked. You can then choose the export option and you'll receive an email with a link to the file.
Step 5: Next, let us download the set of users. Go to the Admin tab. Select Members and then choose to export Users.
Note: Make sure "All" Status and Sources are selected. Also ensure for roles you have unchecked "Owner" and "Team Owner" so "All" roles will be selected.
You'll receive another email with a CSV file containing the user data.
Note: Do not open the CSV files in Microsoft Excel, Google Sheets, or any other spreadsheet tool, as this will alter the format of the CSV file (particularly the date values). If you have opened the files through a spreadsheet tool, restart Part 2 of the export process.
That concludes this guide. Thanks for following along!
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