Data Exports

Data Exports

Overview

The Data Export feature allows you to export your platform data to CSV format for external analysis, reporting, and record-keeping. Exports are processed in the background, so you can continue working while large datasets are being prepared.

Supported Export Types

You can export the following data types:

  • Companies - Client and vendor company information
  • Orders - Notary order records with full details
  • Vendors - Notary vendor and subcontractor information
  • Journal - Notary journal entries for compliance records
  • Invoices - Billing and invoice data
  • Users - Agency user accounts and roles

Creating an Export

Step 1: Navigate to Exports

  1. Go to Settings > Data Management > Exports
    • Or access exports from any data grid using the Export button

Step 2: Select Export Type

  1. Choose the entity type you want to export (e.g., Companies, Orders)
  2. Select the export format (CSV is currently supported)

Step 3: Configure Filters (Optional)

You can filter your export to include only specific records:

Date Range Filter

  • Select a date field (e.g., Created Date, Completed Date)
  • Set start and end dates
  • Only records within this range will be exported

Status Filter

  • Choose one or more statuses
  • Example: Export only "Completed" and "In Progress" orders

Step 4: Select Fields

  1. Choose which columns to include in your export
  2. Default fields are pre-selected
  3. Add or remove fields as needed
  4. Common fields include:
    • For Companies: Name, Address, Contact, Email, Phone
    • For Orders: Order Number, Status, Fee, Dates, Signer
    • For Invoices: Invoice Number, Amount, Status, Dates

Step 5: Submit Export

  1. Click Generate Export
  2. Your export job is created and added to the queue
  3. You'll see the job status as "Pending"

Monitoring Export Progress

Export Status

  • Pending - Export is waiting in the queue
  • Processing - Export is being generated
  • Completed - Export is ready for download
  • Failed - Export encountered an error

Checking Status

  1. Go to Exports page
  2. View your export jobs list with status
  3. Click on a job to see details

Downloading Exports

When Export is Complete

  1. You'll receive a push notification in the app
  2. You'll receive an email with a download link
  3. The export will also appear in your Exports list

Download Steps

  1. Find your completed export
  2. Click the Download button
  3. The CSV file will download to your computer

Download Link Expiration

Important: Export download links expire after 7 days. Make sure to download your file before it expires.

Export File Format

CSV Structure

  • Header Row - Contains field labels
  • Data Rows - One row per record
  • Delimiter - Comma-separated values
  • Encoding - UTF-8

Date Formats

Dates are exported in ISO format: YYYY-MM-DD

Example: 2024-12-27

Currency Formats

Amounts are exported as numbers with 2 decimal places.

Example: 150.00

Boolean Values

  • true / false are exported as Yes / No

Common Use Cases

Quarterly Financial Reports

  1. Export Invoices with date range filter
  2. Select fields: Invoice Number, Company, Amount, Status
  3. Download and import into Excel/Sheets

Compliance Audit

  1. Export Journal Entries for the audit period
  2. Include all fields for complete records
  3. Save for auditor review

Client Lists

  1. Export Companies with status "Active"
  2. Select contact fields: Name, Email, Phone
  3. Use for marketing or outreach

Sales Analysis

  1. Export Orders for the desired period
  2. Include fee amounts and client info
  3. Analyze in business intelligence tools

Troubleshooting

Export Shows "Failed" Status

Possible causes:

  • Too many records selected (try narrowing filters)
  • Temporary system issue
  • Invalid filter configuration

Solution:

  1. Check the error message
  2. Try with fewer filters or smaller date range
  3. Contact support if issue persists

Download Link Doesn't Work

Possible causes:

  • Link has expired (7-day limit)
  • You're not logged in

Solution:

  1. Make sure you're logged into your account
  2. Check if the export has expired
  3. Create a new export if needed

File Won't Open in Excel

Possible causes:

  • Very large file (Excel row limit is 1,048,576)
  • Encoding issues

Solution:

  1. Use Google Sheets for larger files
  2. Import data using Excel's "Get Data" feature
  3. Split large exports using date range filters

Best Practices

For Large Exports

  • Use date range filters to limit data size
  • Export during off-peak hours
  • Be patient - large exports take time

For Regular Reports

  • Bookmark your export settings
  • Create templates for common exports
  • Schedule regular exports (coming soon)

For Data Privacy

  • Only export data you need
  • Secure downloaded files appropriately
  • Delete export files after use
  • Be aware of PII in exports

Limits and Quotas

  • File Size: Up to 100MB per export
  • Row Limit: Up to 500,000 rows per export
  • Concurrent Jobs: Up to 5 per user
  • Retention: Export files deleted after 7 days

API Access

Developers can also trigger exports via API:

POST /api/exports
{
  "entityType": "company",
  "format": "csv",
  "filters": {...},
  "fields": [...]
}

See the API Documentation for more details.