Export your data from Nova

Create an export of your Nova records, choose the format and what to include, download the zip from Export jobs before it expires, and find past exports.

In the sidebar, open Administration, then choose Exports under Data. The Create Export page opens at /settings/org/exports/create. Past runs are on the Export jobs tab at /settings/org/exports/jobs, and the short address /settings/org/exports opens that tab too.

Before you start

• Your role needs the export permission. Without it you land on Export jobs and the Create export tab is not offered.
• Including the files themselves (documents, photos, attachments) also needs permission to download files.
• Plan the smallest export that answers the need. Fewer record groups mean a smaller zip and, often, no approval step.

Steps

1. Under Format, pick CSV (the default), XLSX, JSON or NDJSON. CSV and XLSX open in a spreadsheet; the other two keep richer structure for another system.
2. Decide on Include deleted. It starts switched on and adds archived and removed records. Switch it off for a plain copy of your live records.
3. Switch on Include file contents only when whoever receives the export needs the documents and photos themselves. It adds a zip of file data and makes the export much larger.
4. Under Record groups, open an area and switch on each group you want. Type in Search record groups to find one by name, use Select all to take every group currently shown, or Clear to start again.
5. Check Selection summary. It counts the chosen groups, flags Sensitive content or Archival history, and says whether your organization's policy needs an approval before the run starts.
6. Press Create export run. When an approval is needed the button reads Request export approval instead. If the selection holds restricted or archival records, the Export restricted or archival data? dialog asks you to confirm with Create export.
7. Nova opens Export Jobs with the new run selected. Wait for the run to finish (its status chip turns green and reads completed), then press Download export zip. Download details saves the small restore-details file Nova reads if you restore this export later.

What you see

• Each record group in the list shows tags such as Can restore, Can match on restore, Includes assets, Sensitive or Feature disabled. A group you cannot switch on names the permission or feature it needs.
• Export presets lists Nova's recommended bundles of record groups and how many groups each holds, so you can tell whether your selection matches one.
• On Export jobs, the buttons All jobs, Queued, Running, Awaiting approval, Completed, Failed and Canceled narrow the list. Refresh reloads it while a run is still working.
• The selected run shows Created, Current records, Rows exported and Data processed, then four tabs: Overview (progress for each record type), Files (every file with its own download button), Approvals (a Decision note with Approve and Deny for the person who decides) and Audit (who created, approved or changed the run).
• Every run carries an Expires tag. Download the files before that date.

If something looks different

• The run sits under the Awaiting approval filter: the Export approval policy at the top of Export jobs requires an approval. The approver opens the run's Approvals tab, writes a Decision note and presses Approve or Deny.
• Include file contents is greyed out: your role cannot download files, so the export can list files but not include them.
• The run's status reads failed, or its zip has expired: do not keep working on the old run. Create a fresh export and download the new file.
• You need to stop a run: press Cancel on a run that is still queued or running.

Create an export