Exporting Records to a File

The exported file can be used to update records in bulk or migrate data between apps. For details on how to create or update records in bulk with a file, see What is Bulk Updating?.
 
Please Note:

  • Export to file permission for the app containing the export data is required.
  • Certain data, like Attachments or Comments, cannot be exported. For a list of data sets that can be exported, see Data Types that can be Imported/Exported.
  • The export fails if the size of a file exceeds 100 MB. Reduce the number of fields or records to be exported when this happens. 
How to Export Records?

  1. Select the view you wish to export from the drop-down on the left. view_selector.png
  2. Click the Ellipses Options icon on the right.
  3. Select Export to File.
  4. On the export page that opens, select whether to include the header row via the checkbox. export_options.PNG
  5. Select the character encoding.
  6. Select the delimiter to separate each field in a record.
  7. By default, all fields in the view are displayed on the right as fields that will be included in the export. Drag additional fields from the left, over to the right. To remove a field click the Field Options and select Delete.
  8. When all desired fields are on the right, click Export.
Jul-26-2018_17-36-37.gif  
 
Requirements When Exporting a File for Bulk Updating
 
The following fields are required when exporting the file for Bulk Updating:
  • Fields with values that will be updated.
  • Field used as the Key to Bulk Update

What is Key to Bulk Update?

Key to Bulk Update is used to update existing records in apps with data from a CSV or Excel file. Data from the spreadsheet is compared to a Key Identifier field. Key to Bulk Update should have unique values such that values are unique across multiple records.
 
Tip:
  • Use the Record Number field as your Key to Bulk Update. Record numbers are assigned to each record with unique values generated by default.
 
When the Key to Bulk Update is Record Number:
  • If the Record Numbers match, the record is updated.
  • If the Record Number column is empty, the record is added as a new record and assigned a Record Number. 
  • If a Record Number does not match an existing record, an error occurs.
When the Key to Bulk Update is other than Record number:
  • If the Key matches any of the values in a column, the record is updated with the data of the row.
  • If no value is matched, the data of the row is added as a new record.
The following field types can be used as a Key to Bulk Update:
  • Record number*
  • Text**
  • Number**
  • Date**
  • Date and time**
  • Link**
* When using record numbers as the key, the file cannot be imported if the column in the file that is set as the key includes any record number that does not exist in the app.
** The setting Prohibit duplicate values for the field must be enabled.  
 
Canceling the Data Export Process
 
You can cancel the record data export during the export process.
 
Please note:
  • Only the user who initiated the export process can cancel it.
  • Once the export process is complete, you cannot cancel it.
  • It can take a few seconds to a few minutes to cancel the export process.

How to Cancel the Data Export Process:

  1. When data export starts, you are automatically moved to the Exported Files screen.
    • You can also go to Exported Files by clicking Screen_Shot_2018-08-01_at_4.04.34_PM.png on the upper right side of the screen and selecting Exported Files.
  2. From the Exported Files screen, click Cancel from the row in a file you want the export process to stop.
    • Cancel is only displayed during the export process. 
  3. When the export process is canceled, a "You have canceled the export." message will appear.

Screenshot_at_Jul_31_18-07-13.png

 
Which Character Encoding Should I Choose?
When you export data to a file, you may be required to specify the character encoding. The appropriate character encoding varies depending on the language used for the data registered in an app.
  • Shift JIS
    • English and Japanese characters can be exported to a file.
    • Characters in other languages or symbols like '©' and '®' may be garbled.
  • ISO 8859-1 (Latin-1)
    • Western European language characters such as English, French, and Germany can be exported to a file.
  • GBK
    • English and Simplified Chinese characters can be exported.
  • Unicode
    • Major language characters can be exported to a file. When you choose Unicode, specify one of the following encodings:
    • UTF-8
    • Unicode (UTF-8 with BOM)
      • When you specify "Unicode (UTF-8 with BOM)", you can load the exported file in Excel with no garbled characters.
      • However, when trying to use software other than Excel, the exported file may not open properly depending on which software you use.
Was this article helpful?
1 out of 3 found this helpful

Comments

0 comments

Please sign in to leave a comment.