Exporting Data

Introduction

Feature Overview

The Export feature enables you to export data to Excel files.

Admins can export data on Manage Data, and members can do it by selecting permission sets that allow the Export action.

Scenario(s)

Admins can export dataon Manage Data for archiving and backup purposes.
If members who are granted Member Permission need to update the data, they can export the data first in their permission set, and import the data again after the modification.

Preview

Here are the effects for the different settings.

1. Choose Export data and files > Export as a local file.

2. Choose Export data and files > Export as a URL.

3. Choose Export data only. Now, the exported data is displayed in an Excel table, and does not include images and attachments.

Export Steps

Where to Export

1. Export as an admin.

On the Manage Data page, click Export.

2. Export as a member with the permission.

In the permission set, click Export.

Selecting Data to Export

1. Export all data.

Select a form you want to export, click next to the form name, and then click Edit.

To export data, click Manage Data > Export. If you choose All Data, all the data in the form will be exported.

2. Export filtered data.

To retrieve the desired data, apply conditions to Filter out the unwanted.

For example, you can set a condition specifying that the employee's gender should be male. In this way, only the information of male employees will be presented.

Click Export > Filtered Data.

Other Settings

You can select contents and fields you would like to export:

1. Contents

"Contents" can be only data or data and files.

a. Export data and files

If you choose Export data and files, you can export images, attachments, etc., along with the data. Here are the two ways of exporting images and attachments:

Export as a local file: They will be exported as a zip file. This is usually for a data backup purpose.
Export as a URL: They will be exported as URLs embedded in Excel files. The URLs have a validity period of 6 days. This is usually for a business collaboration purpose (e.g., sharing product lists or price quotes with clients).

For example, exporting images/attachments as URLs embedded in Excel files.

Note:

1. If you export images as URLs, you can click the URLs to preview them. If you export attachments as URLs, you will download the attachments directly by clicking it.

2. You cannot export the content in a Signature field as URLs.

3. If you want to export data when drilling data in stats/spreadsheets, you can also export them as URLs.

b. Export data only

If you choose Export data only, images and attachments cannot be exported.

2. Fields

Tick the fields you would like to export. For example, ticking two fields: Product No. and Product Category.

Note:

All fields except Title are ticked by default.

3. Rename images/attachments.

If you choose Export data and files > Export as a local file, you can rename images/attachments in the following two ways:

Keep File Name: Keep the file's original name. For example, if you upload an image named IMG_2017, its name will remain the same when you export it.
Update to Field Value: Change the file's name to a form field's value. For example, if you rename product pictures based on product names, then the picture of an apple will be renamed as "Apple.jpg". If there are multiple pictures, suffixes will be applied. For example, "Apple-(2).jpg" and "Apple-(3).jpg".

Note:

1. If you choose Update to Field Value, you can choose from the following fields: Title, Single Line, Number, Date&Time, Radio, Single Select, Member, Created User, Created Time, and Updated Time.

2. If you want to rename an exported attachment in SubForm, you can also rename it based on the subfield's name.

4. Export data_id.

When you select Export with data_id, data_id will be exported to the Excel sheet, and you can import and update data by data_id. For details, see Updating and Adding Data.

Notes

1. Export time limit: After exporting, you have to download the attachment to your local storage promptly. The file will expire after 24 hours, or you can re-export it and download it again.

2.Attachment export limit: The size of a single compressed package should not exceed 1 GB, and the total number of attachments in a single package should not exceed 1,000.

3. Data export limitations:

If only exporting the form fields or a single SubForm, there are no restrictions.
If exporting both form fields and subfields, the form fields will be merged cells. To ensure export performance, the limit is set to 1 million merged cells.

4. Batch Actions > Export Attachments is a paid feature. For details, contact our Sales Team.

5. If you receive a message that the number of records exported exceeds the limit, you can reduce the exported fields, or you can filter the data before exporting.

6. The data is exported in the specified order. For example, if you drag the Product Category field to the top of the fields, the exported Excel file will reflect this order.