Creating a Data Export

Data export configurations define how the data export will operate. Multiple data export configurations can be created as required.

To create a data export:

  1. Navigate to Data Management under the XForms Pro module.

  2. Click New Export.

  3. Give your export a name. The name will be used when referring to the export in the control centre and email notifications, so it should be descriptive for the job.

  4. Choose a form to export the received data for. You can only export data from one form per export.

  5. Define the criteria for the data export from the following options, use the And link to specify more criteria. You must define at least one condition.

    Started date: When the user started the form. See Behaviour of Date Criteria for descriptions of how dates are calculated.

    Submitted date: When the user submitted the form. See Behaviour of Date Criteria for descriptions of how dates are calculated.

    Status: Choose to include only forms that have the status incomplete or submitted. Excluding this condition will include forms of both statuses.

    Received Form: Choose to include only forms that are retentioned or not retentioned. Excluding this condition will include all forms regardless of their data retention status.

  6. Choose what to export

    Form Data: A file in your chosen format (CSV, XML or JSON) containing the received form data (Metadata, Logics and/or Responses) will be created.

    File Uploads: A single zip file containing all attachments uploaded by users as part of their form submission to file upload questions will be created. If selected and no attachments were uploaded the zip file will be empty.

    Generated PDFs: A single zip file containing all PDF files generated by the Create PDF of Submission action will be created. If selected and no PDF files were generated by the user forms matching the export criteria the zip file will be empty.

  7. Choose an output format from CSV, XML, or JSON.

  8. Choose what data to include

    Metadata: Variables/placeholder values such as the registered users details, started and submitted dates, reference numbers etc... will be included.

    Logic: Form logic results. If a logic has run more than once on a form the last execution result is included. If the logic hasn't run the value in the data file will be an empty string.

    Responses: Responses to form questions will be included.

  9. Choose which control centre users to notify once the data export job has finished processing.

  10. Optionally choose to send the export files over FTP, SFTP or SCP using an XFP Connector.

  11. Click Save.

Exporting all responses by service

Data export configurations apply to a single form, to export all data for a service area multiple exports need to be configured for each form belonging to the service.

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