- Export Database
- Marketing Campaigns
- Upload Library
- Mail Shots
- Using HubSpot with Workbooks
- Introduction to Reporting
- Displaying Reports
- Creating Reports
- Reporting Explained
- Emailing Scheduled Reports
- Sharing Reports
- Using Formulae
- Introduction to Reporting
- Introduction to Transaction Documents
- Credit Notes
- Customer Orders
- Supplier Orders
- Contract Management
- Introduction to System Administration
- Users & Security
- Email & Integration
- PDF Configuration
- Export is not working. Help please
- Error when importing - Symbol string may not contain '\0'
- Importing accented characters - CSV contains accented characters which look wrong in Workbooks
- Can I concatenate fields in the import?
- Importing multi-select values - a tip
- Exporting to MS Excel
- Importing Products
- Is it possible to download a report / see an audit trail of who has exported or printed anything?
- How do I control the ability to export data?
It is possible to export the contents of your Workbooks database in one of two ways:
- As SQL, or
- As an Archive.
Exporting as SQL
SQL is a standard way to represent the contents of a database and is the option that we recommend because:
- It is much faster than exporting an Archive;
- You can then import your data into a database so it is easy to use the full power of your database software and manipulate the data;
- It includes everything within your database bypassing row-level security.
Exporting as an Archive
If you don't want to use a database server you may choose to export your data as an Archive. However:
- This method is much slower than exporting SQL, thus we recommend that you only do this type of export when your users are not using the system;
- The file will only contain data that is accessible by you;
- Emails, files and notes are exported as individual files within the Archive;
- Other items are exported as Comma Separated Values (CSV).
The export will generate a TGZ archive file, which is a compressed file. (To expand the file you can use any one of a number of commonly available tools, such as 7-zip or Winzip.)
Exporting your Database
To export your database click Start > Configuration > Database > Export Database. From the top of the screen select either Export as SQL or Export an Archive. Whichever option you choose, a message will be generated advising you to to check you have enough disk space for the download as well as providing an estimate of the download time. If you want to continue click Yes, otherwise click No.
Please note the following:
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
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.