You can download your backup data into a file containing all of the data that you’ve inputted into the system in either XML or JSON format. Both XML and JSON contain the same information, however the data is formatted differently in each. Full data exports will require some level of scripting in order to extract the data so it’s best to ask the technical person in your organization which they prefer.
If you have access to Microsoft Access, below are some instructions to create CSV files of your data.
- Open Microsoft Access 2003 and create a new, blank database.
- From the Access menu bar, select File > Get External Data > Import.
- From the File Type dropdown, select XML and then choose your XML file.
- Click OK…now you should see separate tables with your data.
To create individual CSV files, for example a notes file:
- Click “Create” in the menu bar
- Within the Queries section, click Query Design
- A box will appear “Show Table:”…add Contact, Note and User and click Close
- To “relate” fields within the tables, drag “Resource ID” from the Notes table to “ID” in the contact table to create a line…double click on the line to see the “join properties” and choose the radio that includes ALL records from notes and only records from contacts where joined fields are equal.
- Drag “ID” field from User table to “Creator” from note table. Double click on the line to see the “join properties” and choose the radio that includes ALL records from notes and only records from User where joined fields are equal.
- Drag all fields from the note table to the bottom of the screen and add first name and last name from the user and contact tables.
- Click the “!” Run button at the top left screen.
- Click “External data” from the menu bar and click “export” and choose “excel”
- Name the file, export data with formatting
Note: We recommend exporting your contacts from the Contact list page for full details.