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Export View

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Overview

The Export function allows you to download data from Fentu FSM for use in external applications, reporting tools, or for backup purposes. Export provides flexibility in selecting what data to extract and in what format.
Exports are point-in-time snapshots. For ongoing data feeds to external systems, consider using Integrations or the API instead.

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When to Use Export

Use export for:
  • Reporting - Creating custom reports in Excel or other tools
  • Analysis - Analyzing data in external applications
  • Backup - Creating data backups
  • Sharing - Providing data to stakeholders
  • Migration - Moving data to another system
  • Compliance - Meeting data request requirements

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Exportable Data Types

Data TypeIncludes
CustomersCustomer records with details
ContactsContact information
Work OrdersWork order data and status
TasksTask details and completion
TechniciansWorkforce records
ProductsProduct catalog
PartsParts inventory
AssetsCustomer equipment
InvoicesBilling records
Time EntriesTime tracking data

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Export Formats

FormatBest For
Excel (.xlsx)Analysis, reporting, sharing
CSV (.csv)Integration with other systems
PDFFormatted reports, sharing
XMLSystem integrations

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Exporting Data

1

Navigate to Export

Go to Administration > Export
2

Select Data Type

Choose what data to export
3

Set Filters

Limit data by date range, status, etc.
4

Select Fields

Choose which fields to include
5

Choose Format

Select output format
6

Run Export

Generate the export file
7

Download

Download the generated file

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Filtering Options

FilterDescription
Date RangeRecords within date range
StatusOnly specific statuses
BranchRecords from specific branch
CustomerSpecific customer’s records
TechnicianRecords for specific technician
Custom FieldsFilter by custom field values
Use filters to limit export size. Large exports take longer and may be harder to work with.

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Field Selection

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Choosing Fields

  • Select all fields for complete export
  • Choose specific fields to limit data
  • Required fields may be auto-included
  • Related fields can be included (e.g., customer name on work orders)

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Field Categories

CategoryExamples
BasicID, name, status
DetailsDescription, notes, instructions
DatesCreated, modified, scheduled
RelationshipsCustomer, technician, branch
FinancialAmount, cost, price
CustomCustom fields you’ve defined

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Include Related Data

Options to include:
  • Customer name and details on work orders
  • Product information on line items
  • Technician name on tasks
  • Address details with locations
Including many related fields increases export size and processing time. Only include what you need.

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Export Scheduling

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Scheduled Exports

For regular exports:
  1. Create export definition
  2. Set schedule (daily, weekly, monthly)
  3. Configure delivery (email, FTP)
  4. Activate schedule

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Scheduled Export Settings

SettingDescription
FrequencyHow often to run
TimeWhen to run
FiltersDynamic date ranges
RecipientsWhere to send
FormatOutput format
Scheduled exports use dynamic date filters (e.g., “last 7 days”) that update each run.

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Large Exports

For exports with many records:

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Performance Considerations

  • Exports run in background for large datasets
  • Notification sent when complete
  • Download link provided
  • Files available for limited time

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Best Practices for Large Exports

  • Apply filters to reduce size
  • Limit fields to what’s needed
  • Schedule during off-hours
  • Split into multiple smaller exports

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Export Limits

LimitTypical Value
Records per Export100,000+
File Size100MB+
Timeout30+ minutes
Retention7-30 days

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Security & Permissions

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Export Permissions

PermissionAllows
ExportGeneral export capability
Export SensitiveExport data marked sensitive
Export All FieldsInclude all available fields
Schedule ExportsCreate scheduled exports

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Data Protection

  • Exports may exclude sensitive fields
  • Audit log records all exports
  • Permissions control what users can export
  • Consider data classification before exporting
Exports contain potentially sensitive data. Handle files securely and delete when no longer needed.

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Best Practices

Always apply appropriate filters. Exporting everything is rarely necessary or useful.
Export only the fields you need. Smaller exports are faster and easier to work with.
Use Excel for analysis, CSV for imports elsewhere, PDF for sharing.
Keep records of what was exported, when, and why. Important for compliance.
Treat export files as confidential. Don’t leave them on shared drives indefinitely.
Set up scheduled exports for regular reporting needs instead of manual exports.

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Common Questions

Typically 7-30 days depending on configuration. Download promptly or set up scheduled delivery.
Not directly. Deleted records are in Trash. Export from Trash if needed before permanent deletion.
Check filters. Records may be excluded by date range, status, branch, or other filters.
Export to Excel or CSV, then import to Google Sheets. Direct export to Google Sheets isn’t supported.
Yes, custom fields can be selected for export along with standard fields.
Administrators can see all scheduled exports. Regular users see only their own.

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Related Documentation

Import

Importing data

API Reference

Programmatic data access

Integrations

Automated data sync

Profiles

Export permissions