Exporting Data to a File

This section deals with exporting record data to a CSV file.
The exported CSV file can be used to update records in bulk or migrate data between apps.

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.

A field with one of the following field types can be a key:

  • Record number*
  • Text**
  • Number**
  • Date**
  • Date and time**
  • Link**

* A file cannot be imported when the record number is used as a key and the key column in the file contains a value that does not match an existing record number in the app.
** The setting "Prohibit duplicate values" for the field must be enabled.

Procedure to Export Records to a File

  1. Open the "Record List" screen.
  2. Click the Filter and Sort icon Filter and Sort icon to filter records to be displayed in the list.
    Only the records that meet the condition specified here are exported to a file.

  3. Click the option menu option menu in the upper right of the screen, and then click Export to File.

  4. Specify each item. 1: Include header row, 2: Character encoding, 3: Delimiter, 4: Fields to export 1:
    Select this check box if you want to export item names to the first row of the file.
    Exporting item names allows for automatic mapping between file items and fields when importing an exported file to an app.
    Select "Shift JIS" to view or edit the exported file in the Japanese version of Excel.
    However, when "Shift JIS" is selected, characters other than Japanese and alphanumerical characters may not be displayed correctly. See "Selecting Character Encoding".
    Select a delimiter to be used to separate fields.
    Select "Comma" if you are editing the exported file with Excel.
    For the file, specify the fields to which the values are to be exported and the order by which the specified fields are to be arranged.
    Click a field and drag and drop it into the frame at the right side of the screen.

  5. 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