What you can do
Export data from the system to an Excel file. The exported file can be used to update data, kept as backup or used as a template for a future import.
Before you start
- You need access to the Export option in the Administration menu.
- Decide which objects you want to export — each selected object becomes a separate sheet in the exported file.
Steps
Step 1 – Select objects to export
Select objects to export – multiple objects can be exported at the same time – each selected object will have its own tab in the exported excel file. If only one object is selected, selection of specific columns can be performed. When more than one is selected all columns will be selected automatically. Selection is confirmed by pressing Proceed.
Step 2 – Wait for the export file to be created
After Proceed is selected, export file creation is started. Based on server workload and amount of data this operation can take up to minutes. When export is prepared, information toaster is shown.
Step 3 – Download the export
When export is prepared, file can be downloaded from export results list in format of Excel file. All exports done in the past can be accessed by selecting Export option in Administration menu, then Results option on view options.
If object containing picture (CA step, CA definition) and/or item documents are exported, zip archive containing all pictures and/or document is offered for download together with the Excel file. Pictures and documents are referenced in Excel file using file names.
Detail of each finished export can be opened to show what entities were exported by this action.
Note: The export result list automatically clears records older than six months.
Success: Your Excel file is downloaded and the finished export appears in the export Results list.
Troubleshooting
| Problem | Likely cause | Fix |
|---|---|---|
| The export takes several minutes to prepare | High server workload or a large amount of data | Wait for the information toaster to confirm the export is ready, then download it from the Results list. |
| An older export is no longer in the results list | Export results older than six months are cleared automatically | Run the export again to generate a fresh file. |
| A later import using the exported file fails | The file structure was changed after export or not all fields were exported | Keep the exported file structure unchanged — only edit the values, not the columns or sheets. |
Related articles
- How to import data into the system – load data back in using the exported file as a template.
- How to use the event log for auditing – review system events, including exports.
- System settings reference – configure system-wide behavior and defaults.