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Exporting entry data

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Export entries from the Entries Manager as a .csv file of entry data, with a .zip file of uploaded images, videos and files if you want them. The export includes exactly the entries your filters show, and it's emailed to you when it's ready. Exports of more than 1,000 entries need an export profile.

What you can export

ChooseWhat you getUse it when
EntriesA .csv file with one row per entry and one column per field.You want the data, for a spreadsheet, CRM or email tool.
Entries & Uploaded FilesThe .csv file, plus a .zip file of the images, videos and files entrants uploaded.You want to keep or review what people uploaded.

Before you start

  • Filter first, and click Apply filters. The export includes exactly the entries your applied filters show. With no filter at all, every entry in your account is exported, which can take a while.
  • More than 1,000 entries need an export profile. The wizard asks you to choose or create one.
  • Exporting from more than one list? Fields you added in the form builder are included only if you filter to a single list or use an export profile.
  • Uploaded media is removed after 3 years. An entry whose media is due for removal shows a clock icon in the Entries Manager. Export the .zip before then to keep it.

Export your entries

  1. Open the Entries Manager. From the Campaign Builder, click the inbox icon on your Form Widget to open it filtered to that form's list.
  2. Filter to the entries you want, for example one list, then click Apply filters.
  3. Click Actions, then Export Entries, and choose Entries or Entries & Uploaded Files.
  4. If the wizard asks about an export profile, choose No to export every column, or Yes to pick a saved profile or create one. Over 1,000 entries, it opens the list of profiles straight away.
  5. Enter the email address to send the file to, and click Export & Close.

Get your file

When the export is ready, you can download it from any of these:

  • Email: a message with a download link goes to the address you entered.
  • Notifications: click the bell icon in ShortStack and choose Exported Entries Ready.
  • Exports Manager: every export is listed with its status, from Pending and Running to Completed.

Large exports take longer. The Exports Manager shows the estimated time remaining.

What's in the file

ColumnWhat it contains
One column per form fieldEach entrant's answer, such as name, email and any custom fields.
created_atWhen the entry was submitted, in the time zone selected in the Entries Manager.
LabelsThe entry's labels, separated by commas.
Media columnsA link to each uploaded file. These stop working once media is removed after 3 years.

To choose which columns appear, their order and their names, use an export profile.

If something goes wrong

What you seeWhat to do
The email never arrivedCheck your spam folder, then open the Exports Manager. If the export shows Completed, download it there. If it shows Failed, export again.
Entries are missingThe export includes only the entries matching your applied filters. Check the filters in the Entries Manager, click Apply filters, and export again.
Custom form fields are missingYou exported from more than one list without an export profile. Filter to a single list, or use a profile.
The wizard won't continue without a profileYour export has more than 1,000 entries. Choose or create an export profile.
A media link in the .csv doesn't openThe file was removed after 3 years. Media still within 3 years can be exported as a .zip.

FAQs

Is the export downloaded straight away or emailed to me?

It's emailed to you when it's ready, with a download link. You'll also get a notification in ShortStack, and the file is listed in the Exports Manager, where you can download it.

Does ShortStack delete entries after a period of time?

Entry data is kept. Uploaded media, such as images, videos and PDFs, is removed once the entry is 3 years old. An entry whose media is due for removal shows a clock icon in the Entries Manager. Export the media as a .zip file to keep it.

Do the media links in the .csv file keep working?

Not for media that's been removed after 3 years. To keep uploaded files for as long as you need them, export them as a .zip file.

Are deleted entries included in an export?

No. An export contains exactly the entries that match your current filters, and never deleted entries.

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