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 Data to a File

  • To perform this action, you need the "Export to file" permission for apps.
    By default, the "Export to file" permission is granted only to app creators.
    Grant "Export to file" permission to users who need to perform the actions as needed, by following the steps in "Setting App Permissions".
  • Attachments or comments cannot be exported to the file.
  • 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.

For details on what kind of data can be exported to the file, refer to the "Import/Export of App Data" page.

Exporting Fields That Are Necessary to Update the Records in Bulk

If you use the exported file to update records in bulk, the following fields need to be 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" is used to associate data in the file with records to be updated in the app.
If the value of the key field matches the value of the associated column in the file, the record in the app is overwritten with the data of the row in the file. If the value of the key field does not match the value of the associated column in the file, the data of the row in the file is added as a new record.

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
  • Date and time
  • Link

The field used as Key to Bulk Update should contain a unique value that is not included in other records.

  • The record number is often used as a key for bulk update because the number is included in every record and generated automatically as a unique value.
    When the record number is used as a key for bulk update, the file cannot be imported if the "Record Number" column in the file has any record number that is not in the app.

  • If you want to use any field other than the record number as Key to Bulk Update (such as Text, Number, Date, Date and time, or Link), you must enable "Prohibit duplicate values" in the field setting.

Procedure to Export Records to a File

  1. Open the Record view of the app.
    You can export records that are displayed in a view.

  2. If you want to filter the records to be exported to a file, perform one of the following actions.

    • Click the filter button Filter button and specify filter conditions.
      See "Filtering Records to Be Displayed"
    • Select a view for which filter condition has already been specified.
      See "Configuring Views".
  3. Click the option button Option button 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 exclude the fields that are already added one by one, hover the cursor over the field you want to exclude, and select Delete from the setting button Setting button that is displayed on the right side of the field name.
  7. Select "Output display names of users, groups and departments" as needed.
    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).

    • If you export data to a file without selecting the check box, the exported data will contain login names for users and group codes for departments.
      Example of the exported data: "Maria-Jackson", "s_001"
      If you export data in this format, you will be able to update data for user, department, or group selection fields when you import the file.

    • If you export data to a file with the check box selected, 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

      Example of the exported data: "Maria Jackson", "Sales Department" If you export data in this format, you will be able to use actual display names in your familiar tools other than kintone for analyzing and aggregating data.

  8. Select "Export Rich Text fields in text format" as needed.

    • If you export data to a file without selecting the check box, data in the rich text field will be exported with HTML tags.
      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.

      If you export data in this format, you will be able to update the rich text field data without losing text formatting and line breaks when you import the file.

    • If you export data to a file with the check box selected, data in the rich text field will be exported without HTML tags (in a text format).
      Example of the exported data: This format is useful when you want to view or edit the data in the rich text field that is exported to the file.

  9. Click Export on the upper left of the screen. When a data exporting process begins, you are moved to the "Exported Files" screen.
    It may take a few seconds to a few minutes to export a file.

  10. Click Refresh on the upper left of the screen.

  11. Click the name of the CSV file to download in the "Exported Files Ready for Download" section.
    The file name consists of an app name and a time stamp indicating date and time.
    A CSV file is downloaded.
    Refer to Supplementary Notes on Exported File

Checking the Progress of Exporting to a File

You can check the progress of the Export to file action in the "Files Being Exported" section of the "Exported Files" screen.
Exported file Click Cancel to stop the data exporting process.

Supplementary Notes on Exported File

  • If you export data without selecting "Export Rich Text fields in text format" as an output option, some characters in the rich text fields 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 the above ones, there are other symbols and characters that are converted to character references.

    If you want to export data in the format that you can view or edit characters more easily, select the "Export Rich Text fields in text format" when you export the data.

  • In the case of enabling the department access control setting, when you export data to a file with "Output display names of users, groups and departments" selected, the exported file shows the users and departments for which you don't have view permissions as "(could not get the display name)", along with their login names or department codes.

  • The deleted users will be displayed with their login names, followed by the time they were deleted in UTC (Coordinated Universal Time) format.
    If you export data with the "Output display names of users, groups and departments" selected, the exported file shows the users with their display names that were used before the deletion of the users.