Data Exports
Data Exports enables you to download your platform data for backup, analysis, reporting, and compliance purposes. Access historical exports and create new exports on demand.Overview
Data Exports provides:- On-Demand Exports - Generate exports when needed
- Scheduled Exports - Automated recurring exports
- Multiple Data Types - Contacts, entries, analytics, and more
- Format Options - CSV, Excel, JSON (depending on data type)
- Secure Downloads - Encrypted, time-limited download links
Accessing Data Exports
- Navigate to Tools > Data Exports in the sidebar
- Or access via Workspace Settings > Data Exports
Export Types
Contact Exports
Available Data:- Contact profiles (all properties)
- Contact lists and segments
- Subscription statuses
- Loyalty points and tiers
- Activity history
- Communication history
- CRM migration
- Backup and archiving
- Compliance reporting
- Analysis in external tools
Competition Entry Exports
Available Data:- Entry details (who, when, what)
- Form submission data
- Prize allocation status
- Winner information
- Entry validation status
- Winner selection verification
- Compliance audits
- Data analysis
- Legal requirements
Analytics Exports
Available Data:- Card performance metrics
- Site engagement statistics
- User behavior data
- Conversion tracking
- Custom insight data
- Performance reporting
- Executive dashboards
- ROI analysis
- Trend analysis
Workflow Execution Exports
Available Data:- Workflow run logs
- Execution timestamps
- Success/failure rates
- Step-by-step details
- Error messages
- Debugging analysis
- Performance optimization
- Audit trails
- Troubleshooting
Creating Exports
Step 1: Select Export Type
- Click Create Export
- Choose data type:
- Contacts
- Competition Entries
- Analytics
- Workflow Executions
- Custom Report
Step 2: Configure Export
Date Range:- All time
- Last 30 days
- Last 90 days
- Custom date range
- Specific event date
- By site
- By card
- By contact list
- By status
- By custom criteria
- All fields
- Select specific fields
- Exclude sensitive data
- Include custom properties
Step 3: Choose Format
CSV (Comma-Separated Values):- Universal compatibility
- Small file size
- Best for: Data analysis, imports
- Formatted data
- Multiple sheets
- Best for: Reporting, presentations
- Structured data
- API-friendly
- Best for: Developers, integrations
Step 4: Schedule (Optional)
One-Time Export:- Generate immediately
- Download when ready
- Daily
- Weekly
- Monthly
- Custom schedule
- Download from platform
- Email notification
- SFTP upload
- Cloud storage (S3, etc.)
Managing Exports
Export List View
The Data Exports page shows:- Export Name - Descriptive name
- Type - What data was exported
- Date Created - When export was generated
- Status - Processing, Ready, Expired
- File Size - Export file size
- Actions - Download, Delete, Regenerate
Export Statuses
Processing ⏳- Export is being generated
- Wait time depends on data volume
- Usually completes within minutes
- Large exports may take longer
- Export complete and available
- Click Download to retrieve
- Available for limited time (typically 7 days)
- Secure download link
- Download link no longer valid
- Export file deleted
- Regenerate if needed
- Export generation failed
- Check error message
- Retry or contact support
Downloading Exports
From Platform:- Find export in list
- Click Download button
- File downloads to browser
- Save to desired location
- Click link in notification email
- Authenticate if required
- Download file
- Link expires after set time
Re-downloading
Available Exports:- Click Download again
- No limit on re-downloads
- Until export expires
- Cannot re-download
- Must regenerate export
- Use same or updated filters
Export Configuration
Field Selection
All Fields:- Include every available field
- Complete data export
- Largest file size
- Choose specific fields
- Smaller file size
- Focused data set
- Faster processing
- Contact Information (name, email, phone)
- Demographics (age, location, preferences)
- Engagement (entries, interactions, points)
- System (ID, created date, source)
Data Filtering
By Site:- Export data from specific site(s)
- All sites option
- Multiple site selection
- Date range selection
- Relative dates (last 30 days)
- Specific dates
- Event-based (e.g., competition end date)
- Active contacts only
- Competition winners
- Specific workflow statuses
- Subscription statuses
- Export specific contact lists
- Segment-based exports
- Combination filters
Security & Compliance
Data Security
Encryption:- Exports encrypted at rest
- Secure download links
- HTTPS transfer
- Role-based permissions
- Audit logs of exports
- Download tracking
- Automatic deletion after expiration
- Configurable retention periods
- Compliance with data policies
GDPR & Privacy Compliance
Right to Data Portability:- Export personal data
- Machine-readable format
- Complete data sets
- Export only necessary data
- Filter by purpose
- Exclude unnecessary fields
- Log all exports
- Track who exported what
- When and why
Best Practices
Regular Backups
Schedule Routine Exports:- Weekly contact backups
- Monthly analytics exports
- Post-campaign entry exports
- Secure cloud storage
- Local backup copies
- Version control
Data Analysis
External Analysis:- Export to BI tools
- Spreadsheet analysis
- Custom reporting
- Use built-in analytics when possible
- Export for complex analysis
- Re-import insights
Compliance
Legal Requirements:- Regular compliance exports
- Audit trail maintenance
- Data retention policies
- Document export purposes
- Maintain export schedules
- Record data usage
Troubleshooting
Export Taking Too Long
Causes:- Large data volume
- Complex filters
- High platform load
- Narrow date range
- Apply filters
- Export in batches
- Schedule during off-peak hours
Export Failed
Common Issues:- Insufficient permissions
- Invalid filter criteria
- Data corruption
- System error
- Check permissions
- Simplify filters
- Retry export
- Contact support if persistent
Download Issues
Problems:- Link expired
- Browser blocking download
- Network interruption
- File too large
- Regenerate export
- Try different browser
- Use stable connection
- Request segmented export
FAQ
Q: How long are exports available for download? A: Typically 7 days. After that, the export expires and must be regenerated. Q: Is there a limit on export size? A: Very large exports may be segmented. Contact support for extremely large data exports. Q: Can I automate exports? A: Yes, set up scheduled exports with recurring frequency and automatic delivery. Q: What formats are available? A: CSV, Excel (XLSX), and JSON depending on export type. CSV is available for all exports. Q: Can I export deleted contact data? A: No, exports only include active data. Deleted contacts are not retrievable through exports. Q: Are exports encrypted? A: Yes, exports are encrypted and secure download links are provided. Q: Can I schedule exports to external systems? A: Yes, configure SFTP, S3, or email delivery for automated exports. Q: Who can create and download exports? A: Based on workspace permissions. Typically admins and data managers have export access. Q: How do I export data from a specific time period? A: Use the date range filter when creating the export. Can be relative (last 30 days) or absolute dates. Q: Can I include custom properties in exports? A: Yes, custom contact properties can be included in contact exports.Related Documentation
Need Help? Contact [email protected] for data export assistance.