- Export Database

It is possible to export an offline copy of your Workbooks data. This export can be as SQL or as an Archive.

To export your database click Start > Configuration > Database > Export Database. Here you'll see the two buttons at the top of the page, where you can choose the type of export you want.

Whichever option you choose, you'll be shown information on the estimated file size and a guide on how long the download is likely to take. Please ensure you save the file to a disk with sufficient space.

 

Please note the following:

  • Only users with the Database Export Capability will be able to carry out a database export.
  • You can only export data that you normally have access to. If you want to export ALL the data, make sure that you are logged in as a user with full access.

In addition, wherever you see the export button you can export data to either CSV or in a format compatible with Microsoft® Excel™. This functionality will export data from all the columns you have activated so remember to configure the screen to reflect the data you want to export before clicking the button. The ability to export in this way is limited to users with the appropriate capabilities for each record type.

You can also export the entire contents of your Workbooks database through the command line. This will also generate a TGZ archive file which is compressed. To do this you will firstly need to create an API key within Workbooks, which will allow your command to communicate with Workbooks. Once you have done this you need to download ‘curl’, which is a command line tool for transferring data with URL syntax. It is a free and open source piece of software and is available on multiple operating systems. This can be found here.

Once you have done this you can call the URL from the command line using the command displayed below (I’ve obscured the API Key as here you would enter your own):

'curl -f -v -o db_export.tgz -X GET -d api_key=627xx-46axx-2ddxx-d54xx-54dxx-3a9xx-fafxx-e81xx

https://secure.workbooks.com/admin/database_export/download.tgz'

If successful, the command should return output including ‘Status:200’ and an exit code of 0 if everything is okay. You can then view the exported database in its compressed format by viewing the same directory as you saved curl. You can then expand the file manually or using the command line if you have the necessary skills.

Within the exported folder should be a text file called ‘backup_completed.txt’ which includes a timestamp of when the backup was taken. This can be used to identify exactly when the backup was taken.

NOTEYou can carry out this export once every two hours, if required. Trying to repeat the export within a two hour period will generate an error message.