> ## Documentation Index
> Fetch the complete documentation index at: https://help.clinikehr.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Data export

> Take a copy of the hospital's data as CSV or ZIP, choose what goes in it, and handle the file safely once it downloads.

export const AuditNote = ({action = 'This action'}) => <div className="ck-callout ck-callout--info" role="note">
    <p className="ck-callout__body">
      {action} is written to your workspace's audit log with your name, the
      record touched and the time — a HIPAA requirement, and one you can review
      yourself under <strong>Audit Log</strong>. See{' '}
      <a href="/platform/security/audit-log">Audit log</a>.
    </p>
  </div>;

export const StillStuck = ({topic}) => <div className="ck-callout ck-callout--note" role="note">
    <p className="ck-callout__body">
      <strong>Still stuck{topic ? ` with ${topic}` : ''}?</strong>{' '}
      Check <a href="/platform/help/troubleshooting">Troubleshooting</a> first —
      it covers the failures we see most often. If that does not resolve it,{' '}
      <a href="/platform/help/contact-support">contact support</a> and include
      your workspace name and the time the problem happened, so we can find the
      matching entry in your audit log.
    </p>
  </div>;

export const TaskHeader = ({before, time, after}) => <div className="ck-task">
    {before ? <div className="ck-task__cell">
        <div className="ck-task__title">Before you start</div>
        <p className="ck-task__body">{before}</p>
      </div> : null}

    {time ? <div className="ck-task__cell">
        <div className="ck-task__title">Takes about</div>
        <p className="ck-task__body">{time}</p>
      </div> : null}

    {after ? <div className="ck-task__cell">
        <div className="ck-task__title">When you're done</div>
        <p className="ck-task__body">{after}</p>
      </div> : null}
  </div>;

export const Path = ({steps = []}) => <span className="ck-path">
    {steps.map((s, i) => <span key={i} className="ck-path__step">
        {i > 0 ? <span className="ck-path__sep" aria-hidden="true">
            ›
          </span> : null}
        {s}
      </span>)}
  </span>;

export const Availability = ({editions = ['all'], plans, roles, note}) => {
  const list = editions.includes('all') ? ['clinic', 'pharmacy', 'lims'] : editions;
  return <div className="ck-avail" role="note" aria-label="Feature availability">
      <span className="ck-avail__label">Available in</span>

      {list.map(e => <span key={e} className={`ck-pill ck-pill--${e}`}>
          {EDITION_LABELS[e] || e}
        </span>)}

      {plans ? <span className="ck-avail__label">Plan</span> : null}
      {plans ? <span className="ck-pill ck-pill--plan">{plans}</span> : null}

      {roles ? <span className="ck-avail__label">Who</span> : null}
      {roles ? <span className="ck-pill ck-pill--role">{roles}</span> : null}

      {note ? <span className="ck-avail__note">{note}</span> : null}
    </div>;
};

<Availability editions={['clinic']} plans="Enterprise" roles="Owner, manager or accountant" note="Audit Logs module: owner or manager only" />

"Export clinic data as CSV or ZIP. Large exports run in the background — you can navigate away and check back." Use it for finance, a migration, a regulator, or your own peace of mind before a big change.

<Path steps={['Sidebar', 'Settings', 'System', 'Data Export']} />

<TaskHeader before="Somewhere secure to put the file when it arrives" time="Under a minute to start; the export itself runs on its own" after="A CSV or ZIP of the data you chose" />

## What this tab controls

| Control                        | What it does                                                                                                                                                                                                                          | Default                          |
| ------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | -------------------------------- |
| **Modules**                    | A search-and-add picker of everything you can export, grouped as **Clinical Records**, **Patient Profile**, **Documents & Files**, **Telehealth**, **Administrative**, **Insurance**, **Ward & Inpatient** and **Compliance & Audit** | Nothing selected                 |
| **Select all** · **Clear all** | Add or remove every module at once                                                                                                                                                                                                    | —                                |
| **Date range (optional)**      | Narrows the export to a period. **All time** if left alone                                                                                                                                                                            | All time                         |
| **Export** button              | Queues the job. Reads "Export \{n} modules", and picks up a **ZIP** badge once you choose more than one                                                                                                                               | Disabled until you pick a module |
| Progress panel                 | The running job with a percentage and a label, then **Export ready** and a **Download** button                                                                                                                                        | —                                |
| **Recent Exports**             | Your last few finished jobs, each with **Re-download** until it expires                                                                                                                                                               | —                                |

A hospital's picker is the widest in the product: as well as consultations, prescriptions and appointments, it carries **Ward Consultations**, **Ward Nursing Notes**, **Ward Vitals**, **Insurance Claims**, **Pre-Authorizations**, **Patient Coverage** and **Pharmacy POS Sales**.

**Audit Logs** only appears for owners and managers. One module downloads as a single CSV; more than one arrives as a ZIP of CSVs.

## Run an export

<Steps>
  <Step title="Choose what to export">
    Search the **Modules** box and add each one you need, or select **Select all**. Chosen modules appear as chips underneath, each removable.
  </Step>

  <Step title="Narrow the period">
    Set a **Date range** if you only need a quarter or a year. Leave it as **All time** for a full copy.
  </Step>

  <Step title="Start it">
    Select **Export**. Small exports finish quickly; large ones queue and run in the background — you can leave the page and come back.
  </Step>

  <Step title="Watch or walk away">
    The progress panel shows a percentage and a label. It ends at **Export ready** with the file name and size, or **Export failed** with a reason.
  </Step>

  <Step title="Download it">
    Select **Download** and put the file somewhere secure immediately.
  </Step>
</Steps>

## What changes once you save

Nothing in the hospital changes — an export reads, it never writes. What changes is that a file now exists outside the product.

* **The file contains PHI.** The tab says so: "Files contain **PHI**. Handle securely per HIPAA." A ward vitals CSV on a shared drive is the same disclosure risk as a paper chart left in a corridor.
* **Download links expire.** "Links expire in 24 hours." After that a job in **Recent Exports** shows as expired and **Re-download** disappears — run the export again rather than hunting for the old link.
* **Large exports queue and notify.** You do not have to sit and watch; the job carries on if you navigate away, and you can find it again in **Recent Exports**.
* **The picker respects your role.** An accountant can export billing and administrative modules but never sees **Audit Logs**.

<AuditNote action="Exporting hospital data" />

**Export before you close an account.** Deleting a workspace cancels billing immediately and removes the data after a 30-day recovery window — after which nothing can be produced for a regulator, a patient or a court. Take the export first, verify it opens, and store it under your own retention policy. See [Delete your account](/platform/account/delete-account).

## Check it worked

The progress panel reaches **Export ready** and names a file with a plausible size — a few kilobytes for a module you know holds thousands of rows means you exported the wrong thing. Open the file: one module gives you a CSV with a header row and your data; several give you a ZIP with one CSV per module. Spot-check a record you recognise, and confirm the date range did what you expected.

## Common issues

<AccordionGroup>
  <Accordion title="The Export button is greyed out">
    No module is selected yet, or an export is already running. Only one job runs at a time.
  </Accordion>

  <Accordion title="Audit Logs is not in the picker">
    It is available to owners and managers only. Ask one of them to run that export.
  </Accordion>

  <Accordion title="Export failed">
    The panel gives the reason. Most failures are a very large all-time export — narrow the **Date range**, or split the modules across two jobs, and try again.
  </Accordion>

  <Accordion title="Download failed, or the job shows as expired">
    "Could not generate download link. The file may have expired." Links last 24 hours. Run the export again.
  </Accordion>

  <Accordion title="I got a ZIP and expected a spreadsheet">
    More than one module always arrives as a ZIP of CSVs, one per module. Pick a single module for a single file.
  </Accordion>

  <Accordion title="A module I need is not listed">
    The picker covers the record types this workspace holds. If something genuinely clinical is missing, [contact support](/platform/help/contact-support) rather than working around it with screenshots.
  </Accordion>
</AccordionGroup>

<StillStuck />