Exporting Data to a File

Article Number:040452

This article explains the steps to export record data to a file.
The following is the overview of the steps.

(1) If necessary, filter the records to be exported to a file.
(2) Select items to be exported and specify an output format. Then, export data to a file.
(3) Download the exported file.

Before you export data to a file, make sure you read Notes on Exporting Data to a File.
For details on the types of data that can be exported to a file, refer to Import/Export of App Data.

(1) Filter the records to be exported to a file

You can export records that are displayed on the "View" screen.
If you need to filter the records to be exported to a file, perform one of the following before performing the Export to File operation.

  • Click the filter button Filter button and specify filter conditions.
    Reference: Filtering Records to Display in the view

  • Select a view in which filter conditions are preconfigured.
    Reference: Configuring Views View

Items to be exported can be changed in the step to export data to a file.

(2) Export data to a file

Select items to be exported and specify an output format. Then, export data to a file.
For how to reorder items to be exported and details of output options, refer to Supplementary notes on step (2).

  1. Make sure that the records you want to export are listed on the "View" screen.

  2. Click the option button Option button on the upper right of the screen and then click Export to File. Export to File

  3. 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.
    Include header row

  4. Select character encoding and a delimiter as necessary.
    "Character Encoding" and "Delimiter"

    • Character Encoding
      You can select character encoding for the exported file.
      For details, refer to Selecting Character Encoding.
    • Delimiter
      You can select a delimiter to be used in the exported file.
      If you plan to open the exported file in Excel, it is recommended that you select Comma.
  5. Drag and drop the items to be exported and arrange them based on how you want them to be displayed in the exported file.
    Dragging and dropping You can add or clear all items at once. You can also reorder the added items. For details, refer to Selecting all items to be exported and reordering items.

  6. If you want to output users, groups, and departments in their display names, select Output display names of users, groups and departments in the Output Options section.
    Output Options If you export data without selecting Output display names of users, groups and departments, login names, group codes, and department codes are output as users, groups, and departments respectively.

    If you select Output display names of users, groups and departments, you need to select how the display names are displayed from the options Output display name only and Add a column to output display name.
    For details on this output option, refer to Exporting values for users, groups, and departments.

  7. If you want to export the content of "Rich text" fields in text format, select Export Rich Text fields in text format in the Output Options section.
    Output Options If you export data without selecting Export Rich Text fields in text format, data in the "Rich text" field will be exported with HTML tags.

    For details on this output option, refer to Exporting content of the "Rich text" field.

  8. Click Export on the upper left of the screen. The "Export" button

You are automatically navigated to the "Exported Files" screen.
It may take a few seconds to a few minutes to export a file.

(3) Download the exported file

On the "Exported Files" screen, you can check the progress of the Export to File operation you have performed.
The row for the Export to File operation you have performed is highlighted. The screen refreshes automatically to update the display.
The "Exported Files" screen

To download the exported CSV file, click the file name.
The file name consists of an app name and a time stamp indicating date and time.
Downloading a file on the Exported Files screen

The file with exported record data is downloaded.
Reference: Additional Notes on Exported Files

For details on the "Exported Files" screen, refer to Checking the Progress of File Export / Downloading Exported Files.

Supplementary notes on step (2)

Selecting all items to be exported and reordering items

  • By clicking Add All, you can add all the remaining items to the right side of the already added items.
    There is no need to drag and drop the items one by one. You can add all items at once. Adding all items at once

  • By clicking Clear All, you can clear all the already added items.
    If you want to export only a few items or reset the ordering of the items and start from the beginning, you can clear all the added items and start over. Clear All

  • You can reorder already added items by dragging and dropping. Reordering items with a drag-and-drop operation

Selecting output options

The following sections describe how the output values change depending on the output options you select.

Exporting values for users, groups, and departments

This section provides explanation on this output option with examples using a user named "Maria Jackson" (Login name: Maria-Jackson, Display name: Maria Jackson) and a department named "Sales Department" (Department code: s_001, Display name: Sales Department).
Example setting for the output option

  • When you do not select "Output display names of users, groups and departments"
    Login names, group codes, and department codes are output as users, groups, and departments respectively.
    If you export data with this option selected, you will be able to use the exported file to import data into the fields such as "User selection," "Group selection," and "Department selection" fields.

    Example of the exported data:
    The user will be exported with the login name "Maria-Jackson", and the department will be exported with the department code "s_001".
    User and department

  • When you select "Output display names of users, groups and departments"
    The display names displayed on the Kintone screen are output for the values of the following fields:
    User selection, Department selection, Group selection, Created by, Updated by, and Assignee

    This option is helpful when you carry out data analyzation or aggregation using your familiar tools other than Kintone.

    There are two options for Output Method for Display Name.

    • Output display name only
      When exporting a file, display names are used instead of a login name, group code, and department code.
      Example of the exported data:
      The user will be exported with the display name "Maria Jackson", and the department will be exported with the display name "Sales Department". Example of the exported data

    • Add a column to output display name
      New columns for display names are inserted to the right side of each column for the login names, the department codes, and the group codes in the exported file. Select this option if you want to export login names, department codes, and group codes along with the corresponding display names.
      Example of the exported data:
      The user will be exported with the login name "Maria-Jackson" and the display name "Maria Jackson". Also, the department will be exported with the department code "s_001" and the display name "Sales Department".
      Example of the exported data

Exporting content of the "Rich text" field

Exporting "Rich text" fields in text format

  • When you do not select "Export Rich Text fields in text format"
    The content of the "Rich text" field will be exported with HTML tags.
    If you export data with this option selected, you will be able to update the "Rich text" field data without losing text formatting and line breaks when you import the file.

    Example of the exported data:
    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.
  • When you select "Export Rich Text fields in text format"
    The content of the "Rich text" field will be exported without HTML tags (in text format).
    This format is useful when you want to view or edit the content of the "Rich text" field exported to the file.

    Example of the exported data: Example of the exported data