Print      Open PDF Version of Online Help

Administering Oracle CRM On Demand > Data Management Tools > Import and Export Tools > Export Assistant > Exporting Your Data

Exporting Your Data

You can fully or partially export your company's data, including attachments for specific record types, from Oracle CRM On Demand to an external file. The export generates one or more zip files that contain individual CSV files for each record type you select to export. The generated export files are 1.5 GB each or smaller in size. Oracle CRM On Demand retains your export results for 168 hours (7 days). After that period, the export results are deleted.

NOTE: If your company uses an industry-specific edition of Oracle CRM On Demand, then those record types that are specific to your industry, such as Households and Funds with their linked activities and notes, are excluded from the export. Also, if you export records for recurring opportunity products, then Oracle CRM On Demand populates the Parent_ID column for that row. For non-recurring records, the Parent_ID cell is empty.

About Limits for Partial Exports

Your company can perform one full export every seven days. For partial exports, the number of records that your company can export in a seven-day period is based on the number of user licenses that your company purchases for Oracle CRM On Demand. For each license, 1000 records can be exported in partial exports in a seven-day period.

The following examples show how the limit on partial exports works for a company that purchases five user licenses for Oracle CRM On Demand and can therefore export a maximum of 5000 records in a seven-day period:

• Example 1. In the last seven days, 4000 records were exported through partial export requests. A user now submits a partial export request for 2000 records.

  In this case, the partial export request fails because the request would bring the total number of records exported within the seven-day period to 6000, which exceeds the limit of 5000 records.

• Example 2. In the last seven days, no records were exported through partial export requests. Two users now submit separate partial export requests. One of the export requests is for 3000 records, and the other is for 2000 records.

  In this case, both of the partial export requests succeed because the requests bring the total number of records exported within the seven-day period to 5000, which does not exceed the limit. However, any subsequent partial export requests that are submitted within the next seven days will fail because the limit of 5000 records for the seven-day period has already been reached.

NOTE: Records that are exported through List pages are not counted when Oracle CRM On Demand calculates the number of records exported through partial exports in a seven-day period.

Before you begin. To perform this procedure, your role must include the Administration Export privilege.

To export your company's data

1. In the upper right corner of any page, click the Admin global link.
2. In the Data Management Tools section of the Admin Homepage, click the Import and Export Tools link.
3. On the Import and Export Tools page, click the Export Data link.

   This starts the Data Export Assistant.

4. For Step 1:
   1. Do one of the following:
      • If you wish to perform a full export, select the Export All Record Types radio button.
      • If you wish to perform a partial export, select the Export Selected Record Types radio button and the record types you wish to export. You can export all data for a record type or data for individual child records.
      • If you want to export the attachments for specific record types, then select these record types from the All Attachment Data section. For more information on exporting attachments, see Managing Your Company's Attachments.

        NOTE: The exported attachment file has the following naming convention: <Object>_<ObjectRowId>_<ExportRequestId>.<FileExtension>, for example, Opportunity Attachment_AALA-3135W8_AALA-864XW0.pptx.

   2. Click Next.

      The data for parent and child record types is exported to a separate CSV file within the zip file.

      CAUTION: If you are exporting Notes data in Oracle CRM On Demand, the CSV file contains all the public Notes created in Oracle CRM On Demand as well as the private Notes belonging to the user exporting the data.

5. For Step 2:
   1. Select the time zone used in the exported CSV file.
   2. Select the date/time format used in the exported CSV file.

      NOTE: If you select dates for a full export, then the full export changes to a partial export.

   3. Select the type of CSV delimiter used in your file: comma or semi-colon.
   4. Select a time range filter to limit the data in your export.

      NOTE: The first time you export your data, you might not want to filter on dates. After that, however, consider setting up incremental exports by filtering the data on dates since the previous export.

   5. Select the Enable Email Notification check box if you want an email notification to be sent after the export process is complete.
   6. Click the Export Attachment Details Only check box if you only want to export the attachment details, and if you do not want to export any attachment content. You can export the attachment details of all record types and their corresponding fields.

      NOTE: This check box is only available if you selected a record type in the All Attachment Data section in the previous step.

   7. Select the Include Weblink URL in Export Files check box if you want URLs to be included in the exported CSV file.

      The default value of the Include Weblink URL in Export Files check box is controlled by the Include Weblink URL in Export Files check box in the company profile. You can choose to select or to deselect this setting for each export request. For more information about this check box, see Configuring Integration Settings.

   8. Click Next.
6. For Step 3, review the summary, and click Finish to submit the export request.
7. On the Export Requested page, click the Export Request Queue link to check the status of your request.

   The following table describes the possible export status values.

   Status	Description
   Queued	The export has not been processed yet.
   Re-queued	The export request has been resubmitted to the queue.
   In Progress	The export is being processed. If you cancel the export, then this status is changed to Canceling and then to Canceled.
   Completing	All records have successfully exported. The export process is preparing the corresponding email, summary file, and zip file for download. This process might take from 30 seconds to a minute to complete.
   Completed	The export completed with no errors.
   Completed with errors	The export completed but there were some errors with some of the records.
   Cancelling	If you cancel an export request with a status of Queued, then the export request is cancelled immediately. If you cancel an export request with a status of In Progress, then the status changes to Cancelling. Canceling may take multiple minutes and if the export completes before it can be canceled, then the final status changes to Completed. You can cancel the export request for either the parent request or the child requests. When you cancel the export request for the parent request, any exported child record types are available to download. However, any child record types that have not been exported are canceled, and they are not available to download. When you cancel the export request for child requests, only the child record type export is canceled, and it is not available to download. You can continue to download other child record types under the parent export request.
   Cancelled	After the export request is completely cancelled, the status changes to Cancelled.
   Failed	The export was completed, but none of the records were exported.
   Error	The export did not complete because an error occurred. For more information about troubleshooting errors when exporting your data in Oracle CRM On Demand, see 1593347.1 (Article ID) on My Oracle Support.

For more information about the Export Request Queue page, see Reviewing Export Results.