Exporting Data to a File

You can export record data to a CSV file, and use that file to update records in bulk, migrate data between apps, or back up records.

Notes on Exporting Data to a File

To perform this action, you need the "Export to file" permission for apps.
By default, the "Export to file" permission is granted only to app creators.
Grant "Export to file" permission to users who need to perform the actions as needed, by following the steps in "Setting App Permissions".
Attachments or comments cannot be exported to the file.
If the size of a file to be exported exceeds 100 MB, the export fails.
Reduce the number of fields or records to be exported at one time.

For details on what kind of data can be exported to the file, refer to the "Import/Export of App Data" page.

Exporting Fields That Are Necessary to Update the Records in Bulk

If you use the exported file to update records in bulk, the following fields need to be exported.

Field whose value is to be updated
Field used as the key when updating in bulk

"Field used as the key when updating in bulk" is used to associate data in the file with records to be updated in the app.
If the value of the key field matches the value of the associated column in the file, the record in the app is overwritten with the data of the row in the file. If the value of the key field does not match the value of the associated column in the file, the data of the row in the file is added as a new record.

Field Available for the Key to Bulk Update
Any of the following field types can be specified as Key to Bulk Update:

Record number
Text
Number
Date
Date and time
Link

The field used as a key when updating in bulk should contain a unique value that is not included in other records.

The record number is often used as a key for bulk update because the number is included in every record and generated automatically as a unique value.
When the record number is used as a key for bulk update, the file cannot be imported if the "Record Number" column in the file has any record number that is not in the app.
If you want to use any field other than the record number as a key for bulk update (such as Text, Number, Date, Date and time, or Link), you must enable "Prohibit duplicate values" in the field setting.

Procedure to Export Records to a File

Open the Record view of the app.
You can export records that are displayed in a view.
If you want to filter the records to be exported to a file, perform one of the following actions.
- Click the filter button and specify filter conditions.
  See "Filtering Records to Be Displayed"
- Select a view for which filter condition has already been specified.
  See "Configuring Views".
  
  Note
  
  If you want to frequently export a certain type of data, you can create a view that has a set of desired fields as well as conditions to filter records.
  If you select a view for which you have specified a filter condition, and then export records to a file, you can use the same filter condition every time you export data.
Click the option button on the upper right of the screen, and then click Export to File.

Note

If Export to File is not shown in the option button , the user does not have permission to export data to a file.
Permission to export to file can be set using the Permissions for App in the App settings page.
If you want to export item names in the header row, leave Include header row selected.
Exporting item names allows for automatic mapping between file items and fields when importing an exported file to an app.
If necessary, select a character encoding scheme and a delimiter to be used to separate fields.
- Character Encoding
  Select Japanese (Shift JIS) to view or edit the exported file in the Japanese version of Excel.
  Note that, when Japanese (Shift JIS) is selected, characters other than Japanese and alphanumerical characters may not be displayed correctly. For details, see the "Selecting Character Encoding" page.
- Delimiter
  You can select a delimiter to be used to separate fields in the file to export.
  We recommend you to select Comma if you open the exported file in Excel.
Drag the field you want to export to the file, and drop it in an appropriate place in the file.
- If you click Add All, all the remaining fields are bulk added to the right side of the already added field.
  You do not need to drag and drop fields one by one. Instead, you can bulk add all fields.
- If you click Clear All, all the already added fields are cleared.
  If the number of fields to export is small, or if you want to reorder fields, you can clear all the already added fields, and then select them again.
- You can change the order of already added fields by dragging and dropping them.
- If you want to exclude the fields that are already added one by one, hover the cursor over the field you want to exclude, and select Delete from the setting button that is displayed on the right side of the field name.
Select "Output display names of users, groups and departments" as needed.
This section shows you an example of using a user "Maria Jackson" (Login name: Maria-Jackson, Display name: Maria Jackson) and a department "Sales" (Department code: s_001, Display name: Sales).
- If you export data to a file without selecting the check box, the exported data will contain login names for users and group codes for departments.
  Example of the exported data: "Maria-Jackson", "s_001"
  If you export data in this format, you will be able to update data for user, department, or group selection fields when you import the file.
- If you export data to a file with the check box selected, the values of the following fields will be exported with the names that are displayed on the Kintone screen.
  - User selection, Department selection, Group selection, Created by, Updated by, and Assignee
  Example of the exported data: "Maria Jackson", "Sales Division" If you export data in this format, you will be able to use actual display names in your familiar tools other than Kintone for analyzing and aggregating data.
  
  Caution
  
  If you use display names for users, departments, and groups, you will not be able to update data for User selection, Department selection, or Group selection fields when you import the file.
  As a workaround, deselect the "Output display names of users, groups and departments" before exporting data to a file, or manually change the data in the file to other formats such as login name.
Select "Export Rich Text fields in text format" as needed.
- If you export data to a file without selecting the check box, data in the rich text field will be exported with HTML tags.
  Example of the exported data:
  Some characters will be exported as character references.
  Example of characters exported as character references:
  - Some full-width symbols, such as ＆￥（）＊＋－／：；＜＝＞？＠～｜
  - Some half-width symbols
  - Full-width alphanumeric characters
  - Half-width katakana, and others
    In addition to characters and symbols listed above, some other characters or symbols may be converted to character references.
  If you export data in this format, you will be able to update the rich text field data without losing text formatting and line breaks when you import the file.
- If you export data to a file with the check box selected, data in the rich text field will be exported without HTML tags (in a text format).
  Example of the exported data: This format is useful when you want to view or edit the data in the rich text field that is exported to the file.
  
  Caution
  
  If the exported file contains the rich text field data without HTML tags (in text format), the rich text field data will be updated without text formatting and line breaks when you import the file.
  If you want to update the rich text fields data with text formatting and line breaks, export the data in HTML format.
Click Export. Refer to Supplementary Notes on Exported File

Checking the Progress of Exporting to a File

When a data exporting process starts, you are moved to the "Exported Files" screen.
You can check the export progress in "Files Being Exported".
Click Cancel to stop the data exporting process.

Supplementary Notes on Exported File

If you export data without selecting "Export Rich Text fields in text format" as an output option, some characters in the rich text fields will be exported as character references.
Example of characters exported as character references:
- Some full-width symbols, such as ＆￥（）＊＋－／：；＜＝＞？＠～｜
- Some half-width symbols
- Full-width alphanumeric characters
- Half-width katakana, and others
  In addition to the above ones, there are other symbols and characters that are converted to character references.
If you want to export data in the format that you can view or edit characters more easily, select the "Export Rich Text fields in text format" when you export the data.
In the case of enabling the department access control setting, when you export data to a file with "Output display names of users, groups and departments" selected, the exported file shows the users and departments for which you don't have view permissions as "(could not get the display name)", along with their login names or department codes.
The deleted users will be displayed with their login names, followed by the time they were deleted in UTC (Coordinated Universal Time) format.
If you export data with the "Output display names of users, groups and departments" selected, the exported file shows the users with their display names that were used before the deletion of the users.