The Export Data option provides a means to download a copy of the database, creating a compressed (.zip) backup file.
Users that have the Import and Export Data permission can import or export data
To export data and create a backup file:
- Click > Administration > Data Management > Export Data
- 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.
- 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
- 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 icon, and select individual object(s) to export
- 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.
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:
- Any field value that contains a comma should be enclosed in quotes.
- The semi-colons can then be converted to commas.
- The file is then in importable CSV format.
Monitoring Export Status
The export process is tracked in the Export Queue. To monitor its progress, click the Refresh icon.
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
- 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:
- 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.
- Both files have common columns (type, operation) which can be used in a defined join to get more information