Data Export

ProBeya lets you export your data at any time. You own your data and can take it with you. All export procedures are scoped to the current organization via tenant isolation.

Available Export Types

The export system provides four specialized export endpoints:

Export Type	Format	Scope	Parameters Required
KPI Data	CSV	All KPI values for a board and date range	boardId, startDate, endDate
Action Log	CSV	All actions for the organization	None
Board Items	CSV	All items with column values for a board	boardId
Problem Sheet	JSON	A complete problem-solving sheet	sheetId

Board-Level Export

Export items from a specific board:

1. Open the board.
2. Click the ... menu in the top bar.
3. Select Export.
4. Choose the format:
   • CSV -- Comma-separated values, compatible with Excel, Google Sheets, and other spreadsheet tools.
   • JSON -- Structured data format, ideal for programmatic use.
5. Choose what to include:
   • All items or only filtered/selected items.
   • Include sub-items.
   • Include comments and activity history.
6. Click Export.

The file is generated and downloaded to your browser. For large exports, you receive an email with a download link.

KPI Data Export

Export KPI measurements for analysis or compliance archiving:

1. Select a board containing KPI definitions.
2. Specify a date range (start and end dates in ISO 8601 format: YYYY-MM-DD).
3. Click Export.

The CSV includes the following columns in order:

Column	Description
KPI Name	The name of the KPI definition
Category	The KPI's SQCDP category
Unit	Measurement unit (e.g., %, count, hours)
Date	The date of the measurement
Value	The recorded value
Source	How the value was entered (manual, API)
Comment	Optional annotation for the data point

Organization-Level Export

Export all data across your entire organization:

1. Navigate to Settings > Data > Export.
2. Click Request Full Export.
3. The export is processed in the background (this can take several minutes for large organizations).
4. You receive an email notification with a download link when the export is ready.

The full export includes:

• All workspaces, projects, boards, groups, and items.
• All field values and custom field definitions.
• Comments and activity logs.
• File attachments (as a separate ZIP archive).
• Member list (names, emails, roles).
• Form definitions and responses.
• Automation rules.

Export Formats

CSV Export

• One file per board.
• Each row is an item.
• Each column is a field.
• Multi-select fields are comma-separated within the cell.
• File attachment fields contain download URLs.

JSON Export

• Hierarchical structure: organization > workspaces > projects > boards > items.
• All field types are preserved with their proper data types.
• Relationships (dependencies, mirrors) are included as references.

Scheduled Exports

Enterprise plan customers can set up automatic recurring exports:

1. Navigate to Settings > Data > Scheduled Exports.
2. Click + New Schedule.
3. Choose frequency (daily, weekly, monthly).
4. Choose format and scope.
5. Set the delivery method (email or cloud storage via integration).

Security

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Exported data may contain sensitive information. CSV and JSON exports are delivered as plain text. Ensure exported files are stored securely and shared only with authorized personnel.

• All export queries filter by organizationId to prevent cross-tenant data leakage.
• Export endpoints require an authenticated session with an active organization context.
• File attachments in exports use time-limited presigned S3 URLs that expire after download.

Data Portability

ProBeya supports your right to data portability. If you are migrating to another platform, the JSON export provides a complete, machine-readable copy of all your data.

Related Features

• Report Schedules -- Automated PDF reports delivered by email.
• Audit Log -- Export events are recorded for compliance.
• GDPR Compliance -- Data access reports for individual users.