Data Exports

Export contact data, competition entries, analytics, and reports for backup, analysis, and compliance purposes

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

1. Navigate to Tools > Data Exports in the sidebar
2. 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

Use Cases:

• 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

Use Cases:

• 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

Use Cases:

• 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

Use Cases:

• Debugging analysis
• Performance optimization
• Audit trails
• Troubleshooting

Creating Exports

Step 1: Select Export Type

1. Click Create Export
2. 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

Filters:

• By site
• By card
• By contact list
• By status
• By custom criteria

Data Selection:

• 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

Excel (XLSX):

• Formatted data
• Multiple sheets
• Best for: Reporting, presentations

JSON:

• Structured data
• API-friendly
• Best for: Developers, integrations

Step 4: Schedule (Optional)

One-Time Export:

• Generate immediately
• Download when ready

Recurring Export:

• Daily
• Weekly
• Monthly
• Custom schedule

Delivery Options:

• 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

Ready ✅

• Export complete and available
• Click Download to retrieve
• Available for limited time (typically 7 days)
• Secure download link

Expired 🕐

• Download link no longer valid
• Export file deleted
• Regenerate if needed

Failed ❌

• Export generation failed
• Check error message
• Retry or contact support

Downloading Exports

From Platform:

1. Find export in list
2. Click Download button
3. File downloads to browser
4. Save to desired location

Via Email:

• 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

Expired Exports:

• 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

Selective Fields:

• Choose specific fields
• Smaller file size
• Focused data set
• Faster processing

Common Field Groups:

• 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

By Date:

• Date range selection
• Relative dates (last 30 days)
• Specific dates
• Event-based (e.g., competition end date)

By Status:

• Active contacts only
• Competition winners
• Specific workflow statuses
• Subscription statuses

By List/Segment:

• Export specific contact lists
• Segment-based exports
• Combination filters

Security & Compliance

Data Security

Encryption:

• Exports encrypted at rest
• Secure download links
• HTTPS transfer

Access Control:

• Role-based permissions
• Audit logs of exports
• Download tracking

Retention:

• 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

Data Minimization:

• Export only necessary data
• Filter by purpose
• Exclude unnecessary fields

Audit Trail:

• 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

Storage:

• Secure cloud storage
• Local backup copies
• Version control

Data Analysis

External Analysis:

• Export to BI tools
• Spreadsheet analysis
• Custom reporting

Platform Analysis:

• 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

Documentation:

• Document export purposes
• Maintain export schedules
• Record data usage

Troubleshooting

Export Taking Too Long

Causes:

• Large data volume
• Complex filters
• High platform load

Solutions:

• 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

Resolution:

• Check permissions
• Simplify filters
• Retry export
• Contact support if persistent

Download Issues

Problems:

• Link expired
• Browser blocking download
• Network interruption
• File too large

Solutions:

• 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

• Contact Management
• Analytics & Reporting
• Workflows
• Data Privacy FAQ
• API Documentation

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Need Help? Contact [e-mail] for data export assistance.