Before we begin, it’s important to know that you have two main ways to do this:
Export specific data - Great for when you want to focus on particular information, such as:
Data from a specific period
Entries from a particular collaborator
Any other dataset you want to analyze separately
Export bulk data - Perfect when you need a complete overview of all the data collected in a form.
Accessing the entries panel
Access the main menu, and open the Forms section.
Identify the desired form and select it, or access the Actions > View submissions. You will see the list of all submissions received in it.
Now that you are in the right place, let's see how to export your data in step 3.
1. Exporting specific data
In the fillings panel, use the available filters to select exactly what you want to export.
After configuring the desired filters, click on Search to execute it.
Proceed to step 3.
2. Exporting data in bulk
In the fillings panel, go directly to step 3 below.
3. Step by step
In the fillings panel, locate the Export button. Select it, and again the Export option.
Choose the desired export format.
A. XLSX (Excel)
Select the date format.
Check the Include attachments box, if any, and if you want to download the received attachments.
B. CSV
Select the date and numeric field format.
Check the Include attachments box, if any, and if you want to download the received attachments.
C. KML
Choose the coordinate format:
Created at coordinates: first recorded coordinate.
Updated at coordinates: last updated coordinate.
Check the Include attachments box, if any, and if you want to download the received attachments.
Click Export to start the process.
The Recent Exports window will open. To download the recently made export, click Download. The download will then be saved in your downloads folder.
Window 'Recent Exports'
The Recent Exports window not only provides a practical view of your exports but is also an essential tool for managing and quickly accessing your exported data. Here's what you can do through it:
View the date of your exports: Track when each export was performed, helping with data version management.
Download files again: Easily access the exported file through the Download button, without needing to repeat the export process. Files are available on the server for 5 days.
Manage files and images: Download files and images associated with the exports, if included.
Limitations and management
Duration of exports: Exports are available for download for 5 days on the server.
Limit of 70 exports: Each account can have up to 70 active exports simultaneously. If this limit is reached, you will not be able to perform new exports until some of the existing exports expire.
How to manage the export limit
Check expiration dates: Use the Recent Exports window to verify the dates of your exports. This allows you to identify which export is closest to expiring, freeing up space for new exports.
Planning: If you are blocked by the limit, check the expiration dates to plan your next exports according to the space releases.
To quickly access a previous export or check your active exports, go to the fills panel, click on Export, and choose Recent Exports. This allows for efficient and quick management of your exports, keeping your data organized and accessible.
Suggestion for continuous data monitoring
If you need constant data monitoring, consider using the Web Service from Coletum. This allows you to integrate your data with third-party tools, automating the analysis process and avoiding the consumption of manual export limits. With this integration, you can ensure that your analyses are always up to date without worrying about export limits or manual actions.
To learn more, check out the articles Integration with other tools (via API) and How to integrate Coletum with Power BI?
Do you have any other questions?
Check out other articles in the Help Center.
Get in touch with our support team through the Support Channels.
We are here to help you make the most of Coletum!