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Difference between revisions of "Export Data"

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'''Settings > Data Management > Export Data'''
'''[[File:GearIcon.png]] > Administration > Data Management > Export Data'''


The Export Data option provides a means to download a copy of the database, creating a compressed (.zip) backup file. Β 
The Export Data option provides a means to download a copy of the database, creating a compressed (.zip) backup file. Β 
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__TOC__
== Exporting Data ==
{{permissions|Import and Export Data|import or export data}}
{{permissions|Import and Export Data|import or export data}}


To export data and create a backup file:
To export data and create a backup file:
#Click '''Settings > Data Management > Export Data'''
#Click '''[[File:GearIcon.png]] > Administration > Data Management > Export Data'''
#In the Export Detail section, complete the following information:
#In the Export Detail section, complete the following information:
#;Encoding Type:Choose from ISO-8859-1, UTF-8 or UTF-16.<br>(If you are not sure which to choose, contact your System Administrator)
#;Encoding Type:Choose from ISO-8859-1, UTF-8 or UTF-16.<br>(If you are not sure which to choose, contact your System Administrator)
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#Click '''[Save]''' to trigger the export process, or click the [Cancel] button to stop the action
#Click '''[Save]''' to trigger the export process, or click the [Cancel] button to stop the action


The export process is tracked in the Export Queue, which is accessed via [[:Category:Monitor|Monitor]].
When the export is complete, an email message is sent to the specified address. A link to a .zip file is included in the message. The recipient can download the compressed file by following the link. (A login to the platform is required.)
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When the export is complete, an email message is sent to the specified address. A link to a .zip file is included in the message. The recipient can download the compressed file from the [[#Export Folder in Documents|Export Folder in Documents]]. A login to the platform is required.
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To view the data on a local computer, uncompress the .zip file, using any standard data compression program. The uncompressed data file will be in .csv format, which can be viewed using a standard database or spreadsheet application.
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===Export Folder in Documents===
The exported data .zip file is available from the ''Export Data'' folder in [[Documents]] for a period of seven days.
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{{permissions|Import and Export Data|view this folder and contents}}


To download the exported data .zip file:
To view the data on a local computer, uncompress the .zip file, using any standard data compression program. The uncompressed data file is in {{^CSV}} format, which can be viewed using a standard database or spreadsheet application.
#Click the link in the email notification message
#Login and navigate to the ''Export Data'' folder in [[Documents]]
#Open the folder and select the file.
#Click the [Download] button to download a copy of the compressed .zip file
#Optionally, click the [Email] button to send a copy of the compressed .zip file via email


;Consideratons:
{{Important|Computers in some countries are set to use semicolons as a list separator, rather than commas. (For example, for some locales in Germany). With those settings, a "CSV" file contains records with semicolon-separated values, rather than comma-separated, as implied by the name. To read in such a file:
*An option exists to email a document from this folder
# Any field value that contains a comma should be enclosed in quotes.
:*Be aware that a backup file can be unusually large
# The semi-colons can then be converted to commas.
:*Choose an email address that can receive file attachments of such a large size
# The file is then in importable CSV format.}}
:*The data in this file does not include data from received email messages
*The .zip file is available for download for a period of seven days


;Visibility Control and Sharing:
==Data Formats==
By default, the access to the ''Export Data'' folder in [[Documents]] is set as follows:
:* Dates and times are exported in the [[User Format]]
:Share with: System Administrator
:* Currencies, numbers, and percentages are exported in the [[Database Format]]
:Access Rights: Administrator


Optionally, set the [[Folder Visibility]] options to allow other users to view and edit the ''Export Data'' folder.
==Monitoring Export Status==


==Export Status==
The export process is tracked in the [[Export Queue]]. To monitor its progress, click the Refresh icon. [[File:RefreshIcon.png]]
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The export process is tracked in the Export Queue, which is accessed via [[:Category:Monitor|Monitor]]. To monitor the progress of the export, click the Refresh icon. [[File:RefreshIcon.png]]


As the export progresses, you may see the following status conditions:
As the export progresses, you may see the following status conditions:
*''In Processing Queue'' is displayed when you start the export
:*''In Processing Queue'' is displayed when you start the export
*When a file has been exported successfully, it's status will be ''Completed''
:*When a file has been exported successfully, its status will be ''Completed''
*An export that fails will show an error message, for example: ''Data Export - Error encountered while processing Accounts''
:*An export that fails will show an error message, for example: ''Data Export - Error encountered while processing Accounts''


;Considerations:
;Considerations:
*''Exported data will be automatically deleted from the '''Export Data''' folder in the [[Documents]] object after 7 days''
:*''Exported data will be automatically deleted after 7 days
*One export per week is permitted
:*One export per week is permitted
*Initiating a data export schedules the job for immediate execution (there is no automated scheduling mechanism)
:*Initiating a data export schedules the job for immediate execution (there is no automated scheduling mechanism)
*The exported data will be counted as part of the document storage space used (be sure to empty the Recycle Bin periodically, in case storage is an issue); When Documents (file attachments) are included in the export, storage management is especially important
:*The exported data will be counted as part of the document storage space used (be sure to empty the Recycle Bin periodically, in case storage is an issue); When Documents (file attachments) are included in the export, storage management is especially important
*User and Team identifiers are included in the file (Role information is not exported)
:*User and Team identifiers are included in the file (Role information is not exported)
*Date Created, Date Modified, Created Id and Modified Id will be exported
:*Date Created, Date Modified, Created Id and Modified Id will be exported
*Exporting the audit log generates two .csv files:
:*Exporting the audit log generates two .csv files:
#A database dump of all the logs (AuditLog.csv)
:#A database dump of all the logs (AuditLog.csv)
#A database dump of all the log codes (LogCodes.csv). This file is for auxiliary information. Β 
:#A database dump of all the log codes (LogCodes.csv). This file is for auxiliary information. Β 
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:::Both files have common columns (type, operation) which can be used in a defined join to get more information
Both files have common columns (type, operation) which can be used in a defined join to get more information
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<noinclude>[[Category:Data Management| 2]]</noinclude>
[[Category:Glossary]]

Latest revision as of 00:25, 5 March 2014

GearIcon.png > Administration > Data Management > Export Data

The Export Data option provides a means to download a copy of the database, creating a compressed (.zip) backup file.

Exporting Data

Lock-tiny.gif

Users that have the Import and Export Data permission can import or export data 

To export data and create a backup file:

  1. Click GearIcon.png > Administration > Data Management > Export Data
  2. In the Export Detail section, complete the following information:
    Encoding Type
    Choose from ISO-8859-1, UTF-8 or UTF-16.
    (If you are not sure which to choose, contact your System Administrator)
    Include Notes/Attachments/Documents
    Optionally, click the checkbox to include associated Notes, Attachments, and Documents in the export file. Besides including the documents and attachments, this will create a file (Documents.csv) with meta information about the documents, attachments, and notes.
  3. In the Email Address for Sending Notification section, complete the following information:
    Email Address
    Select the email address that will receive the link to the backup files
  4. In the Objects for Data Export section, complete the following information:
    Include All Data
    Checkbox, selected by default
    Optionally, uncheck the Include All Data checkbox Checkboxicon.gif icon, and select individual object(s) to export
  5. Click [Save] to trigger the export process, or click the [Cancel] button to stop the action

When the export is complete, an email message is sent to the specified address. A link to a .zip file is included in the message. The recipient can download the compressed file by following the link. (A login to the platform is required.)

To view the data on a local computer, uncompress the .zip file, using any standard data compression program. The uncompressed data file is in CSV format, which can be viewed using a standard database or spreadsheet application.

Warn.png

Important: Computers in some countries are set to use semicolons as a list separator, rather than commas. (For example, for some locales in Germany). With those settings, a "CSV" file contains records with semicolon-separated values, rather than comma-separated, as implied by the name. To read in such a file:

  1. Any field value that contains a comma should be enclosed in quotes.
  2. The semi-colons can then be converted to commas.
  3. The file is then in importable CSV format.

Data Formats

Monitoring Export Status

The export process is tracked in the Export Queue. To monitor its progress, click the Refresh icon. RefreshIcon.png

As the export progresses, you may see the following status conditions:

  • In Processing Queue is displayed when you start the export
  • When a file has been exported successfully, its status will be Completed
  • An export that fails will show an error message, for example: Data Export - Error encountered while processing Accounts
Considerations
  • Exported data will be automatically deleted after 7 days
  • One export per week is permitted
  • Initiating a data export schedules the job for immediate execution (there is no automated scheduling mechanism)
  • The exported data will be counted as part of the document storage space used (be sure to empty the Recycle Bin periodically, in case storage is an issue); When Documents (file attachments) are included in the export, storage management is especially important
  • User and Team identifiers are included in the file (Role information is not exported)
  • Date Created, Date Modified, Created Id and Modified Id will be exported
  • Exporting the audit log generates two .csv files:
  1. A database dump of all the logs (AuditLog.csv)
  2. A database dump of all the log codes (LogCodes.csv). This file is for auxiliary information.
Both files have common columns (type, operation) which can be used in a defined join to get more information