Exporting Data
Qik lets you export records to CSV for spreadsheets, reports and other systems, print them, and have smart lists emailed to people automatically as CSV or Excel files. This article covers each way to export.
Ways to export
| Method | Best for | Formats |
|---|---|---|
| Export selected records from a list page | A one-off export where you choose the records and columns | CSV |
| Download a smart list | Repeatable exports with the same filters and columns | CSV, JSON, print |
| Scheduled Export on a smart list | Regular reports emailed to people | CSV or Excel (XLSX) |
Exporting selected records
- Open the list page for the content type and filter it down if needed (see Using the Filter Builder).
- Tick the records you want to export.
- Click Actions in the selection bar and choose Export to CSV (or Export 25 to CSV, depending on how many you've selected).
- Choose the columns to include. Fields are organised into groups (for example basic fields, custom fields and meta data; for form submissions, the submitted data). Use Select common, Select all or Clear all to speed things up, and search to find a field.
- Set the options if you need them: Include empty values and Verbose.
- Click Continue, then choose the scopes the export should be saved in. This decides who else can open the finished export.
Exporting a smart list
A smart list already knows which content type, filters, columns and sort order to use, so it makes a ready-made export.
- Open the smart list.
- In Quick actions, click Download CSV. The export uses the smart list's columns and includes every matching record, not just the first page.
Quick actions also offers Download JSON (the current results in JSON format, for developers) and Print results, which prepares the full results as a printable table. To change which columns are exported, edit the smart list's Columns tab.
Scheduled exports
To send a smart list to people regularly, open the smart list's Automation tab and add a Scheduled Export. Choose how often it runs, the Recipients to email a download link to, and the Format: CSV or Excel (XLSX). Each delivery is kept as a snapshot you can go back to. See Creating and Configuring Smart Lists for the full set of schedule options.
While the export runs
Exports run in the background, so large exports don't hold up your browser; you can watch their progress in the dashboard (see Bulk operations and progress). When it finishes, an Export complete message tells you how many items were exported. Choose Show me the results to open the export, or I'll check it later.
The export record
Every export is saved as a record showing the Total number of rows, with Download as CSV and Print buttons. Exports made from a smart list are also listed under Past Exports on that smart list, so you can go back to earlier copies.
What's included
- A header row with the column titles, then one row per record.
- Only records the person exporting is allowed to see. Two people exporting the same smart list can get different files.
- Dates appear in the timezone of the browser you exported from.
Tips
- Create a dedicated smart list for each regular export, with exactly the columns you need.
- Use a date filter on the smart list to export a specific period, such as last financial year.
- CSV files open in Excel, Google Sheets, Numbers and most other spreadsheet tools. Choose Excel (XLSX) on a scheduled export if recipients will open the file straight in Excel.
- Exports contain personal data. Choose the export's scopes carefully, and only add recipients who should see that data.