Exports
Exports turn your organization’s records into spreadsheets you can archive or work with elsewhere. Exports are part of the Professional and Enterprise plans.
What you can export, and from where
Section titled “What you can export, and from where”| Export | Where to start it | What it holds |
|---|---|---|
| Staff List | Export Staff List on the Users screen | Every active staff member you can see: name, email, phone, medical ID, internal ID, join date and country. |
| Patient List | Export Patient List on the Patients screen | Every patient you can see: your organization’s internal ID, name, email and phone for them, gender, birthdate, country, join date, whether they have accepted your organization, and their tags. No clinical information. |
Both are CSV files, which any spreadsheet opens.
A patient list started from the Patients screen keeps only the patients carrying all the tags you are filtering by. If you can only see the patients you follow, it lists only those.
So that a spreadsheet never runs a formula hidden in someone’s name or
phone number, any cell starting with =, +, - or @ is saved with a
leading apostrophe. A phone number such as +52 55 1234 5678 therefore
appears as '+52 55 1234 5678.
Visit reports, prescriptions and lab reports are not exports: they are documents of their visit or lab test, generated and listed there.
An export holds what you can see when it is prepared, not when you asked for it. It is prepared in the background: you are told when it has been queued; download it from the Exports screen once it is ready.
The Exports screen
Section titled “The Exports screen”Exports lists the exports you asked for, newest first. With the permission to view exports, it lists everyone’s in your organization, along with who requested each one. Filter by status or type to find one.
| Status | Meaning |
|---|---|
| Pending | Queued and not started yet. |
| Processing | Being prepared. |
| Completed | Ready. Choose Download on your own exports to get the file. |
| Failed | Could not be prepared. An export is prepared when its turn comes, so one asked for just before your plan stopped including exports fails, saying your plan doesn’t include them. |
| Cancelled | Cancelled before it finished. It has no file. |
| Expired | Its file was deleted 30 days after it was prepared. |
Download appears on your own completed exports and gets the file exactly as it was prepared. It disappears if you lose the permissions needed to make that kind of export.
Files are kept for 30 days. After that the file is deleted and the export stays listed as Expired; request a new one to get the data again.
A colleague’s export can’t be downloaded: it holds what they could see, which may differ from what you can. Export again to get a file with what you can see. Each export’s type links to the Users or Patients screen if you can open it.
A download link only works for a few minutes. Choose Download again to get a new one.
An export that is still pending or processing can be cancelled from its menu. If you can see your colleagues’ exports, you can cancel theirs too. If it was already being prepared, the preparation finishes but the export stays cancelled and gets no file.
The list refreshes on its own every few seconds while you have it open.
Who sees what
Section titled “Who sees what”Every export needs the permission to manage exports, plus:
- the staff list: permission to view users. Seeing the staff directory is not enough, since the list includes emails, internal IDs and join dates;
- the patient list: permission to view your organization’s patients, or the patients you follow.
Downloading your own export needs the same permissions as making it. Cancelling also needs the permission to manage exports.
The Exports entry in the sidebar and the export buttons only appear when your plan includes exports (Professional or Enterprise), and the buttons only for the exports you are allowed to make. Opening the Exports screen on another plan says that your plan doesn’t include it.