> ## Documentation Index
> Fetch the complete documentation index at: https://docs.fentufsm.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Export

> Exporting data from Fentu FSM for reporting and analysis

<img src="https://mintcdn.com/fentu/hwQj1zN52k4D8yBe/images/fentu-fsm/administration/export.png?fit=max&auto=format&n=hwQj1zN52k4D8yBe&q=85&s=12bdf763048e250eb5ed4f71df29aed4" alt="Export View" width="1280" height="720" data-path="images/fentu-fsm/administration/export.png" />

## 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.

<Note>
  Exports are point-in-time snapshots. For ongoing data feeds to external systems, consider using Integrations or the API instead.
</Note>

## 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

***

## Exportable Data Types

| Data Type        | Includes                      |
| ---------------- | ----------------------------- |
| **Customers**    | Customer records with details |
| **Contacts**     | Contact information           |
| **Work Orders**  | Work order data and status    |
| **Tasks**        | Task details and completion   |
| **Technicians**  | Workforce records             |
| **Products**     | Product catalog               |
| **Parts**        | Parts inventory               |
| **Assets**       | Customer equipment            |
| **Invoices**     | Billing records               |
| **Time Entries** | Time tracking data            |

### Export Formats

| Format            | Best For                       |
| ----------------- | ------------------------------ |
| **Excel (.xlsx)** | Analysis, reporting, sharing   |
| **CSV (.csv)**    | Integration with other systems |
| **PDF**           | Formatted reports, sharing     |
| **XML**           | System integrations            |

***

## Exporting Data

<Steps>
  <Step title="Navigate to Export">
    Go to Administration > Export
  </Step>

  <Step title="Select Data Type">
    Choose what data to export
  </Step>

  <Step title="Set Filters">
    Limit data by date range, status, etc.
  </Step>

  <Step title="Select Fields">
    Choose which fields to include
  </Step>

  <Step title="Choose Format">
    Select output format
  </Step>

  <Step title="Run Export">
    Generate the export file
  </Step>

  <Step title="Download">
    Download the generated file
  </Step>
</Steps>

### Filtering Options

| Filter            | Description                     |
| ----------------- | ------------------------------- |
| **Date Range**    | Records within date range       |
| **Status**        | Only specific statuses          |
| **Branch**        | Records from specific branch    |
| **Customer**      | Specific customer's records     |
| **Technician**    | Records for specific technician |
| **Custom Fields** | Filter by custom field values   |

<Tip>
  Use filters to limit export size. Large exports take longer and may be harder to work with.
</Tip>

***

## Field Selection

### 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)

### Field Categories

| Category          | Examples                         |
| ----------------- | -------------------------------- |
| **Basic**         | ID, name, status                 |
| **Details**       | Description, notes, instructions |
| **Dates**         | Created, modified, scheduled     |
| **Relationships** | Customer, technician, branch     |
| **Financial**     | Amount, cost, price              |
| **Custom**        | Custom fields you've defined     |

### 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

<Warning>
  Including many related fields increases export size and processing time. Only include what you need.
</Warning>

***

## Export Scheduling

### Scheduled Exports

For regular exports:

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

### Scheduled Export Settings

| Setting        | Description         |
| -------------- | ------------------- |
| **Frequency**  | How often to run    |
| **Time**       | When to run         |
| **Filters**    | Dynamic date ranges |
| **Recipients** | Where to send       |
| **Format**     | Output format       |

<Info>
  Scheduled exports use dynamic date filters (e.g., "last 7 days") that update each run.
</Info>

***

## Large Exports

For exports with many records:

### Performance Considerations

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

### 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

### Export Limits

| Limit                  | Typical Value |
| ---------------------- | ------------- |
| **Records per Export** | 100,000+      |
| **File Size**          | 100MB+        |
| **Timeout**            | 30+ minutes   |
| **Retention**          | 7-30 days     |

***

## Security & Permissions

### Export Permissions

| Permission            | Allows                       |
| --------------------- | ---------------------------- |
| **Export**            | General export capability    |
| **Export Sensitive**  | Export data marked sensitive |
| **Export All Fields** | Include all available fields |
| **Schedule Exports**  | Create scheduled exports     |

### Data Protection

* Exports may exclude sensitive fields
* Audit log records all exports
* Permissions control what users can export
* Consider data classification before exporting

<Warning>
  Exports contain potentially sensitive data. Handle files securely and delete when no longer needed.
</Warning>

***

## Best Practices

<AccordionGroup>
  <Accordion title="Filter First" icon="filter">
    Always apply appropriate filters. Exporting everything is rarely necessary or useful.
  </Accordion>

  <Accordion title="Select Needed Fields" icon="check-square">
    Export only the fields you need. Smaller exports are faster and easier to work with.
  </Accordion>

  <Accordion title="Choose Right Format" icon="file-alt">
    Use Excel for analysis, CSV for imports elsewhere, PDF for sharing.
  </Accordion>

  <Accordion title="Document Exports" icon="file-lines">
    Keep records of what was exported, when, and why. Important for compliance.
  </Accordion>

  <Accordion title="Secure Export Files" icon="lock">
    Treat export files as confidential. Don't leave them on shared drives indefinitely.
  </Accordion>

  <Accordion title="Use Schedules for Regular Needs" icon="calendar">
    Set up scheduled exports for regular reporting needs instead of manual exports.
  </Accordion>
</AccordionGroup>

***

## Common Questions

<AccordionGroup>
  <Accordion title="How long are export files available?" icon="question">
    Typically 7-30 days depending on configuration. Download promptly or set up scheduled delivery.
  </Accordion>

  <Accordion title="Can I export deleted records?" icon="question">
    Not directly. Deleted records are in Trash. Export from Trash if needed before permanent deletion.
  </Accordion>

  <Accordion title="Why is my export missing records?" icon="question">
    Check filters. Records may be excluded by date range, status, branch, or other filters.
  </Accordion>

  <Accordion title="Can I export to Google Sheets?" icon="question">
    Export to Excel or CSV, then import to Google Sheets. Direct export to Google Sheets isn't supported.
  </Accordion>

  <Accordion title="Are custom fields included?" icon="question">
    Yes, custom fields can be selected for export along with standard fields.
  </Accordion>

  <Accordion title="Who can see my scheduled exports?" icon="question">
    Administrators can see all scheduled exports. Regular users see only their own.
  </Accordion>
</AccordionGroup>

***

## Related Documentation

<CardGroup cols={2}>
  <Card title="Import" icon="upload" href="/administration/data/import">
    Importing data
  </Card>

  <Card title="API Reference" icon="code" href="/api-reference/introduction">
    Programmatic data access
  </Card>

  <Card title="Integrations" icon="plug" href="/administration/settings/integrations">
    Automated data sync
  </Card>

  <Card title="Profiles" icon="shield-alt" href="/administration/users/profiles-roles">
    Export permissions
  </Card>
</CardGroup>