Back to the Data Export Overview
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Next to the form name in the "Export Form Data" section, click on the "+ Add Export" button.
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You can select which form you would like to export by selecting from the following options:
App type (in general you leave this as Applications)
Application
Menu
Form
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Once you have selected your form, you will see the number of submissions that are associated with that form:
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Click "Add Export" to navigate to that export's edit page, where you can manipulate more settings:
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The Form Export Edit page is broken down into three parts:
Export Settings
Form Settings
Privacy Settings
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Change the name of your export in the "Export Name:" field. The will be the name displayed in the list of exports and should use keywords to identify the type of information in the report.
Select the desired default file type using the drop-down option. There are four types available: Excel 2007, Excel (older versions), CSV (Zip file), Web Page (Excel Dashboards).
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Additionally, there are five options that can be selected by checking the boxes:
Automatically convert dates for Excel: Leaving this checked will ensure dates appear in Excel format. Otherwise, they will appear in a normal text format.
Automatically format cells for Excel 2007+: If this setting is not selected, your export will be in Excel’s general format. If you enable this setting, Excel will format dates, integers, decimals, Boolean values (True/False) and currencies.
Create a Daily Saved Export: By checking this box, the saved export will be pre-processed once every 24 hours and available for immediate download on the main Form Exports page. After 35 days without downloading the export will stop updating, but you can press the "Update Data" button to resume daily updates.
Include duplicates and other unprocessed forms: If every variable collected by the mobile user is the same, CommCare flags these submissions as a "duplicate." This can happen when there is poor connectivity, so CommCare mobile submits a form multiple times before it receives confirmation that a form has reached the server. By checking this box, there will be duplicate form submissions in the export download.
Expand Multiple Choice Questions: if you have checkbox questions in your app this setting will create one column for every possible answer.
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In the first column, the field (data point) can be re-ordered by dragging the box up or down. The order that is selected on this page will correspond with the order in which the variables are displayed in the export file. You can also select the fields you want to include in your report by using the checkboxes.
In the second column, the fields shown represent the data collected by the mobile user, the application, the phone, and the server where the data is stored.
Show Deleted Questions and Advanced Questions: If selected, the export will allow you to see advanced questions and/or questions that have been deleted from the current version of your application. Advanced questions include metadata like case updates and server information.
In the third column, change field names which will update the title row of the data export. By default, the display column will repeat the field name from the second column which is referred to as question ids.
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You are also able to select and sort multiple rows simultaneously for easy management of form data. (Note: this is only on Standard plans and above)
To drag multiple fields, select by clicking while holding the CTRL key on a PC, or the Command key on a Mac.
To select a range of fields hold the Shift key and select the first and last field in the range.
To unselect a field hold the CTRL key on a PC, or the Command key on a Mac, and click.
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Click “Allow me to mark sensitive data” and another column called “Sensitivity” will be added to the Form table.
A drop down box will appear next to each field name. A field can be marked as “Sensitive ID” which can be used for all text or numeric fields such as name or age. Alternatively, a field can be marked as “Sensitive Date” which would be used for date of birth. Finally, a field can be left blank and the data will export directly as it was input into the application.
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Once you have marked the sensitive fields, scroll all the way down to Privacy Settings and check the box "Publish in De-identified Export"
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Create: Click "Create" to finish the export creation process. You're done!
The export will now be available on the Export Forms page
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On this page, you have the option to select filters for your export, consisting of user types, groups, and date range. For more information on filters, please see this help page
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Once you have selected your filters, click "Prepare Export"
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Click "Download" and your export with the filters you have selected will be downloaded!
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In the Export Dashboard you will find a check box to select all or select specific export
On checking the box, you will notice a "Bulk Export" button becomes available on the left side of the page
Click on the "Bulk Export" button, and all selected exports will be downloaded to a single excel workbook
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Note: bulk Bulk exports will only export the first tab from each export. Tabs containing repeat or case history data will not be included.
D. Bulk
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Delete Forms Export
The bulk delete form export gives you the option to bulk delete multiple exports at once.
These are the steps to bulk delete from export
In the Export Dashboard, you will find a check box to select all or specific exports. On checking the box, you will notice a "Delete Selected Export" button becomes available on the left side of the page
Click on the "Delete Selected Export" button and you will be prompted to confirm the bulk delete action
Once Delete Export is clicked it will bulk delete the exports selected at once
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Any form with associated multimedia files will have a Download button accessible. When you download the multimedia, it will appear as a zip file onto your computer, each photo will be a unique JPEG. These media files will be named in the format question ID-username-form id
Example: [casename]-[question_id]-[username]-[form_id].jpg
Example: johnm-head_of_household-supervisor5-e9b4cdfa-c6a2-8607-b4e8-9839493ca2de.jpg
To identify which form submission a multimedia file came from, use the form_id (in green above). Each form submission has a unique form_id.
F. Shared Form Exports
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Feature available on the Pro Plan or higher. |
On the Pro plan or higher Commcare , CommCare allows users to share Form Data Exports between users. To activate this option, follow the following steps:
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Step - 2: Access Shared reports by navigating to Data → Export Form Data, you will find a section of "Exports Shared with Me"
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G. Common Questions Regarding Data Exports
What is the difference between "---" and blank values in form exports?
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If you see "---" in a form, this means that a question was never presented to the end user. For example, if you have a question that had a display condition that was not met and therefore the question was hidden completely from the mobile worker, including that field in a form export will show "---" as the value, i.e. questions skipped logically/automatically by the app show up in exports as "---"
This also happens when the mobile user is not using the latest version of an application in which question ids or the application structure have been changed, hence the user never sees the latest questions and the data appears as "—". For more information, see Making Changes to a Deployed Application.
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Error Messages In Exports
Multimedia Exports
You may notice this error message when trying to export multimedia:
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This indicates that the file size is too large, and you should reattempt downloading the multimedia export by changing your filters to reduce the file size. Due to limited system resources, we are able to support multimedia exports only up to 5 GB in size.
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This export contains 101865 rows. Please change the filters to be less than 100000 rows.
This means that the number of rows exceeds what we're able to successfully support via the export UI. You can try to reduce the date range of the export and download in batches, or you can also add filters to reduce the number of users the export is covering.
Alternatively, you can use other methods we have available to export your Form Data in case you have a large data set. Please see this help page for more information on selecting tools for data exports on CommCare HQ.