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 Records to a File

  • To perform this action, you need the "Export to file" permission for your app.
    By default, the "Export to file" permission is granted only to app creators.
  • Attachments or comments cannot be exported.
  • 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.
  • Some characters in Rich Text fields are exported as character references.
    For example, the following characters are converted to 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.

For details on which kinds of data can be exported, see Import/Export of App Data.

Fields Required to be Exported for Updating Records in Bulk

When you bulk update records, the following fields are 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" maps a row in the file to an appropriate record in the app to be updated. When the value of the key field in the file matches the corresponding value from the app, the record in the app is overwritten with the row from the file. If both values are not matched, the data of the row is added as a new record.

"Field used as the key when updating in bulk" should be specified such that values are unique across multiple records. The "Record number" field is often used as a key because all records have the field and its values are automatically generated to be unique.

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
  • Started
  • Link

When the record number is used as a key to bulk update, the file cannot be imported if the file column that is set as the key includes any record number that is not in the app.

When something other than record number (Text, Number, Date, Started, or Link) is used as a key to bulk update, "Prohibit duplicate values" should be enabled.

Procedure to Export Records to a File

  1. Open the Record view of the app.

  2. If you want to export only filtered records, do either of the following to filter records.

    • Click the filter icon Filter icon and specify a filter condition.
      Filtering Records to Be Displayed
    • Select a view for which filter condition has already been specified.
      Configuring Views You can export records that are displayed in a view.
  3. Click the option icon Option menu on the upper right of the screen, and then click Export to File.

  4. 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.

  5. 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.
  6. 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 clear already added fields one by one, click the setting icon Setting icon and select Delete.
  7. Click Export.

Checking the Exporting Progress

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.
Exported file