Export submission data

Export Data lets scheme administrators download submission data for offline processing and analysis. It is a shared feature: all backoffice users on the scheme can see and download any exported file. One export runs at a time. This guide also covers downloading a single submission as an HTML file.

Who this applies to

Audience: Scheme owners and backoffice officers.
Access required: The Export Submission permission on the scheme. It gives access to the Export data card.
Assumed knowledge: Each form version is exported separately.

What an export contains

A .csv file of structured data for every submission in the form. It has the form and project details and one column per form field. It also lists every state in the workflow, with the time and the user of the last action in that state.
The First Transition Date, which is the date that the submission first moved out of its initial state.
Optional: the files that applicants uploaded.

Choose a date filter

Filter	What it exports	Use it to
First Submitted Date	Submissions by when they first passed through a submission edge.	Process only submitted applications.
Created Date	Submissions by when they were created, in any state.	Export everything created in a period.
First Transition Date	Submissions by when they first moved out of their initial state.	Verify transactions, because Finance counts submissions by this date.

The First Transition Date is filled in for historical submissions too, including those that moved out of their initial state before the filter was introduced.

Steps

On the scheme overview page, select the Export data card.
Select the Export condition. Each condition matches one of the filters in the previous table.
Select the Form.
Select the From date and To date of the period.
Optional: tick Include uploaded files from Submissions to include uploaded documents.
Select Export. The job appears in the Exported files table.
When the file is ready, download the .zip file. Files are available for 14 days, and then they are deleted.

Export data form with an Export condition list showing Submissions first transited from initial State, a Form list, From date and To date fields, and an optional tick box to include uploaded files from submissions.

Exported files table

The Exported files table lists the export jobs from the last 14 days. A job in progress shows its status and updates by itself.

Exported files table with one export job. The columns show the exported date, who exported it, the form and version ID, the export type with its date range, and the file. The file column shows an In progress status.

Column	What it shows
Exported Date	The date that the job was created.
Exported By	The name and email address of the user who ran the export.
Form & Version ID	The form name and version ID.
Export Type	The date filter and the start and end dates.
File	The download link once the job completes. The job status while it runs.

Older jobs stay in storage but do not appear in the table. Jobs created before this table was introduced are not listed.

Download one submission as a file

Applicants and officers can save one submission, with its form fields and inputs, as a static .html file that cannot be edited.

Open the submission.
Select Download form in the side navigation.

Constraints and limitations

Constraint	Detail
One at a time	Only one export runs at a time.
Shared files	All backoffice users on the scheme can download any exported file.
Retention	Exported files are available for 14 days.
Form versions	Export each form and each version separately.
Permission	The Export Submission permission is required.

Verify billing with exported data: reconcile exports against your invoice.
View submission history: see the audit trail for one submission.

View submission history

Transit submissions in bulk