Export and Bulk Export

  • Updated

Before creating an export, users can choose to export records using a System Template or a Custom Template. Users can export a single record type or select multiple record types to perform a Bulk Export in a single request.

Export refers to exporting records for one record type. Bulk Export refers to exporting records for two or more record types together, using the same export job.

Export Dashboard

The Export Dashboard provides a centralized view of all export jobs created within the system. It allows users to monitor the progress of export requests, view their status, and access completed exports.

The dashboard displays the following information for each export job:

  • Job ID
  • Record Type(s)
  • Export Template
  • Export Format
  • Status (Pending, Running, Completed, or Failed)
  • Progress
  • Number of Records Exported
  • Export File Size
  • Created By
  • Created On

From the Export Dashboard, users can:

  • Create a new export.
  • Search and filter export jobs.
  • Monitor the status and progress of export requests.
  • Refresh the dashboard to view the latest job status.
  • Access the Actions menu to send an Email Download Link for completed exports.
  • Remove completed or unwanted export job entries from the dashboard (subject to permissions).

Once an export is completed, users can use the Email Download Link option to receive a secure download link via email. The exported data is downloaded as a ZIP file, which must be extracted to access the exported records.

Create an Export Using a System Template

To create an export using a System Template:

  1. Navigate to Administration → Data Administration → Export.
  2. Open the Export tab.
  3. Click + New Export.
  4. Select the required Record Type(s). If only one record type is selected and no Export Template is chosen, OWL automatically uses the corresponding System Template.
  5. (Optional) Apply Filters to export only the records that match the specified criteria.
    • If no filters are applied, all records for the selected record type are exported.
  6. Select the required Export Format:
    • CSV
    • XLSX
    • JSON
  7. Click Submit Export.

Create a Bulk Export Using a System Template

To create a bulk export using a System Template:

  1. Navigate to Administration → Data Administration → Export.
  2. Open the Export tab.
  3. Click + New Export.
  4. Select the required Record Type(s). If more one record type is selected and no Export Template is chosen, OWL automatically uses the corresponding System Template.
  5. (Optional) Apply Filters to export only the records that match the specified criteria.
    • If no filters are applied, all records for the selected record type are exported.
  6. Select the required Export Format:
    • CSV
    • XLSX
    • JSON
  7. Click Submit Export.

Create an Export Using a Custom Template

To create an export using a Custom Template:

  1. Navigate to Administration → Data Administration → Export.
  2. Open the Export tab.
  3. Click + New Export.
  4. From the Export Template dropdown, select the required Custom Template. Once a Custom Template is selected, the Default Columns and Template Columns configured in the template are automatically loaded for the export.
  5. (Optional) Apply Filters to export only the records that match the specified criteria.
    • If no filters are applied, all records for the selected record type are exported.
  6. Select the required Export Format:
    • CSV
    • XLSX
    • JSON
  7. Click Submit Export.

Create a Bulk Export Using a Custom Template

A Custom Template allows users to export records using a predefined set of columns configured during template creation.

To create a bulk export using a Custom Template:

  1. Navigate to Administration → Data Administration → Export.
  2. Open the Export tab.
  3. Click + New Export.
  4. Select more than one record type
  5. From the Export Template dropdown, select the required Custom Template. Once a Custom Template is selected, the export uses the Default Columns and Template Columns configured in that template.
  6. (Optional) Apply Filters to export only the records that match the specified criteria.
    • If no filters are applied, all records for the selected record type are exported.
  7. Select the required Export Format:
    • CSV
    • XLSX
    • JSON
  8. Click Submit Export.

Downloading Completed Exports

  • The export request is processed in the background, allowing users to continue working while the export is generated.
  • Once the export is complete, it is listed in the Export Job History.
  • From the Actions menu, click Email Download Link.
  • An email containing a secure download link is sent to the requesting user and any configured recipients.
  • Clicking the download link downloads a ZIP file containing the exported data. Users must extract (unzip) the ZIP file to access the exported records.
  • If the export is generated in XLSX format, the downloaded workbook is password protected, and the password required to open the file is included in the email.