The Export tab holds reusable export definitions. Each definition picks a data source, the columns to include, and a set of filters; you can build one in plain language, run it as-is, or tweak its parameters before downloading.
Where to find the Export tab
The Export tab is a sidebar item for level 5 users only. It lists your saved export definitions, with a filter for data source type and a Show Archived option. The builder works just like the Reports builder: a summary home, an AI composer, an editor, and a Preview that opens a results modal you can download from.
How to build an export with AI
When AI is enabled for the account, a new export opens on a "What would you like to export?" prompt. Describe what you need in plain language — for example "all completed PHQ-9s in the last quarter with scores," "the active client roster with contact info," or "high-severity alerts this month." The assistant drafts the data source, columns, and filters, which you can then edit, preview, and save. Keep chatting to refine — "add the discharge date column," "only the IOP program." As with reports, the assistant works only from your account's metadata (survey, program, and field catalog) plus your request — it never sees client names, responses, or any protected health information.
Export data sources
An export is a single flat table built from one data source. The picker is filtered to the data sources you have access to:
- Surveys — one row per completed survey, with the client, scores, dates, and optionally item responses and subscale scores.
- Clients — one row per client, with demographics, program and facility enrollment, dates, IDs, and contact fields.
- Alerts — one row per alert event, with the client, category, severity, status, and source survey.
- Users — one row per care-team user, with access level and account-scoped details.
How to choose export columns
Pick the columns you want from the data source's field catalog, in the order they should appear. If you don't specify, the export includes a sensible default set for that data source. For the Surveys source you can also append item-level responses and subscale scores.
Filtering, grouping, and ordering rows
- Filters narrow the rows — a date window, a program or facility, a status, a specific instrument, a care-team user, and so on.
- Group by (optional) adds a category column and keeps each group's rows together. It is not an aggregate — for counts and averages by category, use a report.
- Order & limit (optional) sets the sort column and direction — ascending or descending — plus an optional cap on how many rows the export returns. Combine them for "top/last N" extracts: order by admit date, descending, limit 5 returns the five most recently admitted clients. Leave the limit blank for the full result set.
Choosing CSV or JSON output
Choose CSV (spreadsheet-friendly, the default) or JSON (an array of row objects, for a data feed or import into another system).
How to create and save an export definition
- Open the Export tab and click + to start a new definition.
- Describe it to the assistant, or pick a data source and build it by hand.
- Adjust columns, filters, group/order, and format.
- Name the definition and save. Saved definitions are reusable — run them again any time.
How to run and download an export
Open an export, adjust parameters if needed, and click Preview. The preview is pre-filled with the definition's saved parameters, but every parameter is editable for the run — change a date range, switch programs — without touching the saved definition. From the preview you can download the full file. Exports run against the live database at the moment you click.
Common export pitfalls
- No date filter — an easy way to produce a file with millions of rows on a long-running account. Always cap by date range.
- Personal information — exports can include names, DOBs, and contact info. Handle the file accordingly and delete it when done.
Exports are not reports. Exports produce raw rows for another system to process. For charts, aggregates, and narrative summaries, use the Reports tab.