Often partners are unclear on steps to be taken when their projects are ending and subscription to a CommCare project is space is about to end.

What happens after your subscription gets paused?

• You will lose access to your project space, but you will be able to re-subscribe any time in the future.

• You will no longer be billed. However, based on your payment method you may have an open invoice for the service provided this month.

• Re-subscribing will restore full access to your project space, including your data, apps, reports and configurations.

Here are some best practices to follow before a subscription is paused:

Export Form and Case Data

In most cases, partners would like to retrieve their project data for future access - whether for further analysis, reporting or storage. Data exports on CommCare address this requirement.

Export via Data tab

1. On the Data tab, navigate to Export Form data and setup an export for all forms in the project space. Include all fields as well as Advanced Questions so that all data included and choose relevant user and time filters for running the exports. Choose a custom range to include start and end dates for the data to be exported so that historical data can be included in the export.

2. On the Data tab, navigate to Export Case Data and select each case type and setup an export for each. Follow the same guidance as above.

3. See here for step by step instructions on exporting data from CommCare.

Export your data to a SQL database via Data Export Tool (DET)

1. Select Data Export Tool config file for every export if you prefer to use DET for exporting your data to a SQL database.

2. See here for step by step instructions on DET once the exports are setup.

Export your data to another system via CommCare APIs

1. For teams with technical knowledge and a requirement for using our APIs instead of the in-product solutions, you can leverage CommCare’s robust data APIs for exporting all your data.

2. See here for CommCare’s API documentation.

Download Lookup Tables, Users and Organization Data

Data including lookup tables, organization hierarchies and locations, mobile and web user details can be exported as well for future reference after the CommCare subscription is paused. This is helpful in maintaining a track record of user management, user locations and any larger data sets in the form of lookup tables that lived outside of the applications built on the project space.

Lookup Tables

1. Navigate to the Data tab and select all the lookup tables you want to download as part of data extraction from CommCare.

2. See here for more on lookup tables in CommCare.

Organization and Mobile User Data

1. If you need the retain user data as well as organization data, navigate to the Users tab and follow these steps:

   1. Navigate to Mobile Users and click on Download Mobile Users to get an excel sheet of all mobile user data.

   2. Navigate to Web Users and click on Download Web Users to get an excel sheet of all web user data.

   3. Navigate to Organization Structure and click on Download Organization Structure

2. See here to learn more about user management and organizations in CommCare.

Download Application Summary

Application summaries provide a deep understanding of how data models, case configurations and workflows were setup on CommCare. These are useful to download to have a holistic view of your CommCare solution. Application summaries also help in understanding data structures better and align with project data exports.

1. For all apps built in CommCare, you can access the App Summary page and download the structure of the application, including form content and case configurations.

2. See here for information on App Summary.

Temporary Reactivation Process

In the event that your subscription has paused and you need access to your data, please send a request to accounts@dimagi.com to temporarily reactivate your subscription and also provide the following:

• either have an Admin of the project space send the request directly or provide sign-off from an existing space Admin

• provide the URL of the project space

• confirm the date of unpause

Please note that subscriptions can be temporarily unpaused free of cost for 7 days (weekends included) starting from the date of unpause confirmed in the request. If you require additional days beyond the free period, you will have to re-subscribe to a paid plan in order to retain data access.