Exporting an organization’s data
An organization export gives you everything the app holds for one organization, in a form an administrator can open in Excel. Use it for an audit, a change of vendor, a board handover, or before closing the organization.
Who can export
Members holding the Export Data permission. Owners always have it; admins have it by default; other members only if it was granted to them. See Roles and Permissions.
Running an export
- Go to Settings, choose the organization, then the Data export tab.
- Click Start export. The export runs in the background; small ones finish in seconds, large ones take longer and the page updates as they run. You will also get a notification when it is ready.
- Click Download. The file stays available for 7 days, then it is deleted. Run a new export if you need it again.
Only one export can run at a time per organization, and at most five can be started in 24 hours.
What the archive contains
- organization-export.xlsx with five sheets:
- Receipts — one row per receipt (cancelled receipts included, so the record is complete): receipt number and date, tax year, donor name and address, amount, advantage and eligible amounts, currency, type, status, delivery status and date, cancellation date and reason, the receipt it replaces, language, batch, who issued it, and when it was created.
- Organization — name, legal name, registration number, address, contact details, place of issue, signatory, fiscal year end, timezone and receipt languages.
- Batches — each generation batch with its receipt count, total and creator.
- Templates — your import, PDF and email templates.
- Team — each member, their role and the permissions they hold.
- pdfs/ — one PDF per receipt whose PDF is still stored, named by receipt number.
- organization/ — your logo and signature images, if set.
- summary.txt — counts, and the list of receipts whose PDF expired under the retention policy. Those are not regenerated, because regenerating a PDF costs a credit.
No internal identifiers appear in the export: every reference is by name or receipt number.
Audit trail
Every export is recorded in the audit log as Organization data exported, with who ran it and how many receipts and PDFs it contained.