Background

An automated export mechanism is to be developed for an existing OpenProject environment to enable complete, audit-proof archiving of project data.

The goal is to build a stable, maintainable, and extensible tool that extracts all relevant project data via the OpenProject API and converts it into an archive-ready format.

Objectives

The tool to be developed shall:

• fully extract project data via the OpenProject API v3

• persist the data in a structured format (JSON)

• generate a consolidated, human-readable archive PDF

• provide an audit-proof archive package (ZIP) including checksums

Scope of Work

Mandatory Scope

The export must include the following data:

• project master data

• work packages including:

  • all visible standard fields

  • custom fields

  • relations

• comments / activities (history)

• attachments including download and local storage

• metadata (status, types, priorities, versions, categories)

Additionally, the following must be implemented as mandatory features:

Gantt Export (Mandatory)

• export of the project Gantt planning

• preferably via native OpenProject PDF export

• alternatively, custom generation based on:

  • start/end dates

  • relations

  • milestones

• integration as a dedicated chapter in the archive PDF

• storage as a separate artifact in the archive

Meeting Export (Mandatory)

• export of all project-related meetings including:

  • agenda

  • minutes / content

  • participants (if available and legally permissible)

  • attachments

• use of the API where available

• alternatively, integration of existing OpenProject PDF exports

• integration as a dedicated chapter in the archive PDF

Deliverables / Output Artifacts

The tool must produce the following outputs:

1. Archive PDF

• structured project report

• table of contents

• detailed representation of all work packages

• activities / comments

• Gantt representation

• meeting documentation

• attachment index

2. Archive ZIP

Contains:

• PDF

• raw data (JSON)

• attachments

• Gantt export (PDF or data)

• meeting exports (PDF or data)

• manifest (including SHA-256 checksums)

• export log

Special Requirements

• Primary communication language is German (mandatory)

• handling of API limitations (fallback strategies required)

• clear identification of unavailable data in the export report

• consistent referencing between work packages, Gantt, and meetings

• clean structure suitable for long-term archiving

Quality Requirements

• robust error handling

• clear logging structure

• transparent and traceable data structure

• well-documented code

• easy extensibility

Deliverables

• complete source code

• installation guide (Ubuntu)

• usage documentation

• example configuration

• test run with a reference project