Data export

The Data export screen is where you ask for a copy of everything your account can see, as CSV files in a zip, and download it when it is ready. Open it from Administration → Platform → Data export.

The Data export screen before any export has been asked for

Whose copy it is

An export holds what your account can read, which is not always everything the organisation has. An administrator’s archive and a site supervisor’s are different files. Each export lists what it left out and why, and the manifest inside the zip says the same, so whoever opens the file later knows whose view it is.

Asking for a copy

Field	What it means	Notes
Include attached files — photographs, scanned manuals and the documents filed against records	Whether the archive also carries the files attached to records	Off by default. A much larger archive that takes longer to prepare
Also email me a link that works without signing in	Whether you are also emailed a download link	Off by default. For sending to an auditor, or taking with you. The link expires in hours rather than days, and anyone who has it can download the archive

Ask for a copy starts the export. It is prepared in the background, and you are emailed when it is ready — or told why if it does not finish — so you do not need to wait on the page. The button is unavailable, with the reason shown above the list, when:

Reason	Meaning
An export is already being prepared for this organisation	Only one runs at a time, and it may be a colleague’s
An export reads every record this organisation has, so it is limited to one a day	The message says when the next can be asked for

Your exports

Each export you have asked for, newest first. With none, the list says You have not asked for a copy yet.

Part of the row	What it shows
Date and time	When you asked
Status	Waiting to start, Being prepared, Ready, Failed, Cancelled, Expired or No longer available (marked ready but the file has gone)
Summary	For a ready export: how many kinds of record and rows, with attached files if included, and the archive’s size
Available until	When a ready export stops being downloadable — a week after it is ready
Error	Why a failed export did not finish
Link line	For an export that asked for an emailed link: A link will be emailed to you, A link was emailed to you. It stops working … with Withdraw it to cancel the link early, The link that was emailed to you has expired or been withdrawn, or why it could not be emailed

Button	What it does
Download	Downloads a ready export that came as one file
Part n	For an export too large for one file. Each part is an ordinary zip that opens on its own, so you do not need all of them to look at any one
Stop	Cancels an export that is waiting or being prepared
What is in it / Hide contents	Shows or hides the contents

What is in it lists, side by side:

List	What it shows
Included	Each kind of record in the archive and how many rows
Left out	Each kind of record not in the archive and why: You do not have permission to read these, That module is not switched on or Never included in an export

Who can use this

To	You need (as shown on Access)	Default roles
Ask for, download and stop exports	Request a copy of everything you can see, and download it when it is ready	System Administrator

Without it, you can open the screen but the button and options are not offered. See roles.

Import

Loading records the other way, from a spreadsheet.

Setting up

Configuration

Whose copy it is

Asking for a copy

Your exports

Who can use this

Import

​Whose copy it is

​Asking for a copy

​Your exports

​Who can use this

Import

Whose copy it is

Asking for a copy

Your exports

Who can use this