Exporting Data to a File

This topic describes how to export records to a file.
The following shows a series of steps to export data to a file.

(1) Filter records to export to a file, if necessary.
(2) Select items to export and 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 more details on the types of data that can be exported to a file, refer to Import/Export of App Data.

(1) Filtering Records to Export to a File

You can export records that are displayed in a view.
If you need to filter records to export to a file, perform one of the following actions before performing the Export to File action.

  • Click the filter button Filter button and specify filter conditions.
    Refer to "Filtering Records to Display in the View"

  • Select a view for which filter condition has already been specified.
    See "Configuring Views".

You can make changes to the selected items to export when you perform Export to File action.

(2) Exporting Data to a File

  1. Make sure that the records you want to export are listed in the View.

  2. Click the option button Option button on the upper right of the screen, and then click 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.

  4. Select a character encoding and a delimiter to use, if necessary.

    • Character Encoding
      You can select a character encoding to use for exporting data to a file.
      For details, see the "Selecting Character Encoding" page.
    • Delimiter
      You can select a delimiter to use for exporting data to a file.
      It is recommended to select Comma if you want to open the exported file in Excel.
  5. Drag and drop items to export in the order they need to be displayed in the exported file.
    You can add or clear all items to export at one time. You can also reorder the added items. For more details, refer to Selecting All Items to Export and Reordering Items.

  6. If you want to include the display name of users, departments, or groups in the exported file, select "Output display names of users, groups and departments" in the Output Options.
    If you export data to a file without selecting "Output display names of users, groups and departments", the exported data will have login names for users, department codes for departments, and group codes for groups.

    If you select "Output display names of users, groups and departments", you need to select either "Output display name only" or "Add a column to output display name" in the Output Method for Display Name.
    For more details on the Output Options, refer to Exporting Values for Users, Groups, and Departments.

  7. If you want to export rich text content in text format, select "Export Rich Text fields in text format" in the 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 more details on the Output Options, refer to Exporting Data in the Rich Text Field.

  8. Click Export on the upper left of the screen. When the data exporting process begins, you will be 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

  1. Click Refresh on the upper left side of the "Exported Files" screen.

    The exported file is displayed in the "Exported Files Ready for Download" section.
    If you cannot find the file you exported, wait for some time and then click Refresh again.

  2. Click the name of the CSV file you want to download.
    The file name consists of an app name and a time stamp indicating date and time.
    The file with exported record data will be downloaded.
    Refer to "Additional Notes on Exported Files"

Supplementary Notes on Step (2)

Selecting All Items to Export and Reordering Items

  • By clicking Add All, you can add all the remaining items to the right side of the already added items.
    You do not need to drag and drop items you want to add one by one. Instead, you can add all items at a time.

  • By clicking Clear All, you can clear all the already added items.
    If you want to export only a few items or reorder items, you can clear all the added items first, and then select necessary items again.

  • By dragging and dropping items, you can reorder the already added items.

Selecting Output Options

This section describes how the output values will change depending on the output options you selected.

Exporting Values for Users, Groups, and Departments

As an example, we use 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).

  • When you do not select "Output display names of users, groups and departments" option
    The exported data will have login names for users, department codes for departments, and group codes for groups.
    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.

    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".

  • When you select "Output display names of users, groups and departments" option
    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

    This option is helpful when you analyze and summarize data using your familiar tools other than Kintone.

    The following two options are available in the 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".

    • 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 the values for the login names/department codes/group codes, along with their display names in the same file.
      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".

Exporting Data in the Rich Text Field

  • When you do not select "Export Rich Text fields in text format"
    The data in 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:
    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 data in 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 data in the rich text field that is exported to the file.

    Example of the exported data: