Export Everything

Your business data belongs to you. Export Everything puts all of it in one download: every record in every app, every file, every conversation, and your company's people and settings, organized in folders that make sense to anyone who opens them.

Who Can Export Everything

Only owners of your company. Admins see the card on Settings with a note that an owner can run it. AI agents and API keys can never export everything, and nobody at Cascadia Web Services can start or open your export.

Starting an Export

1. Open Settings with the gear at the bottom of the menu, and go to the Export Everything card (the gear's Export Everything, or the address /account/setup/export).
2. Leave Email me when it is ready ticked if you want an email, then select Export Everything (action core.export.start).
3. The card shows a progress bar while your export is prepared in the background. You can leave the page, sign out, or close the browser: it carries on, and the bar picks up where it is when you come back (action core.export.status).

Only one export is prepared at a time. Stop on the card stops it before it is ready and removes what was prepared so far (action core.export.cancel).

Downloading It

When it is ready, the card says so, with its size and the date it is kept until, and a Download button for each part. Each button shows Preparing... with a spinner until the download starts.

• You must be signed in as an owner to download. The email, when you asked for one, only tells you the export is ready and links to Settings; it never carries the file or a link that opens it without signing in.
• The email is sent during your company's Business Hours. An export that finishes at night is announced when you open.
• A download that stops part way can carry on from where it stopped.

How It Is Organized

Each part is a ZIP file named like Rivera Landscaping Export 2026-10-09.zip. Inside, the top level is short:

• Read Me.html and Read Me.txt: what is inside, when it was prepared and for whom, the counts, how files map to records, and what is left out on purpose.
• One folder for each app, named as it is in your menu: CRM, Helpdesk, Projects, Proposals, Invoices, and the rest you use.
• Files: your Files app's folders, exactly as they are.
• Company: your company's details and setup.

Inside each app is one folder for each module, named by its plural, like Companies or Tickets. Each holds:

• Companies.csv: every record, one row each, ready for Excel, Numbers, or Google Sheets.
• Companies.json: the same records with each field's key, for moving to another system.
• A folder for each record that has files or a conversation, named by its number or code and its title, like T-1203 Gate Left Open or WEB-12 Fleet Page. A record with neither has no folder; everything about it is in the spreadsheet. A module with no records has no folder.

Two things keep the folders short:

• No doubled names. A module named like its app, such as Projects in Projects or Invoices in Invoices, keeps its spreadsheets and record folders straight in the app's folder: Projects/Projects.csv, not Projects/Projects/Projects.csv.
• What lives inside a record stays with it. Records shown inside another record, such as a ticket's messages, a chat's messages, or an invoice's lines, have no folder of their own. Their spreadsheet sits beside the parent's, named for it: Ticket Messages.csv next to Tickets.csv, Conversation Messages.csv next to Conversations.csv, and Invoice Lines.csv next to Invoices.csv. Each conversation is also in its record's folder.

For example:

Read Me.html
Read Me.txt
CRM/
  Companies/
    Companies.csv
    Companies.json
    Coastal Flight Fleet/
      Logo.png
      Linked Files.csv
Helpdesk/
  Tickets/
    Tickets.csv
    Tickets.json
    Ticket Messages.csv
    Ticket Messages.json
    T-1203 Gate Left Open/
      Conversation.html
      Conversation.txt
      gate.jpg
Projects/
  Projects.csv
  Projects.json
  WEB-12 Fleet Page/
    Signed Contract.pdf
Files/
  Folders.csv
  All Files.csv
  Clients/
    Coastal Flight/
      Brief.txt
Company/
  Company Details.csv
  People.csv
  Roles.csv
  Business Hours.csv
  Activity Log.csv
  Your Own Modules/
    Equipment/
      Equipment.csv

How Files Map to Records

Every file is in the export exactly once, where it is kept: in its Files folder, or in the folder of the record it was added to. A file attached to other records too (see Organized for You) is not copied into their folders. Instead, each of those folders has a Linked Files.csv that lists the file and the path to its copy in the export. That keeps the export the real size of your files, and you always know which copy is the one.

Files/All Files.csv lists every file in the export: its name, its path in the export, its size and type, the record or folder it is kept with, every record it is attached to, who added it, and when.

Files/Folders.csv lists every Files folder by its path, with its description, including folders that are empty (an empty folder has no folder of its own in the ZIP).

Conversations

A Helpdesk ticket's emails and internal notes, and a website chat, come as Conversation.html (open it in any web browser) and Conversation.txt in the record's folder, oldest message first. Each message shows who wrote it and when. Pictures sent with a message show in place, from the files beside the conversation, and other files are linked.

The Spreadsheets

• They are UTF-8 with a byte order mark, so accents and symbols open correctly in Excel.
• Each column is a field, by its label, and each row is one record. The first column is the record's ID.
• Dates are YYYY-MM-DD. Times are in your company's time zone, named in the column's heading, such as Created (America/Los_Angeles).
• Money is a plain number, with a Currency column.
• Fields with several values are joined with "; ".
• A linked record shows its number and name, with its ID in the next column (Company and Company ID).
• Numbers kept from an earlier numbering change are in a Previous Numbers column (Numbering).
• A value that starts like a spreadsheet formula (=, +, -, or @) is saved as text, so a spreadsheet never runs it.
• Every field is included, including fields that are turned off, and prices, since only owners export.

The Company Folder

• Company Details.csv, and your logo as a picture when you have one.
• People.csv: each person's name, email, role, job title, whether their access is on, their role in each app, and their groups.
• Roles.csv and Groups.csv: each role and what it allows, and each group and its people.
• Business Hours.csv: your time zone, hours each day, and closed dates.
• Pay Rates.csv and Time Entries.csv, when you have them.
• Automations.csv, and Webhooks.csv with each webhook's address and events.
• Activity Log.csv: everything in your Activity Log.
• Your Own Modules: each module of your own, the same way as an app's.

Left Out on Purpose

To keep your accounts safe, an export never includes:

• The passwords of login fields. Their address, user name, and notes are included.
• Saved keys and tokens for your connected services, API keys, and AI agent connections.
• Passkeys and sign-in details.
• Webhook signing secrets.
• Any other value kept sealed with your company's key.

Also not included: each record's change history (it stays on the record in your workspace), the small pictures from email signatures, emails' original designs (each message's text is included), and the workspace's own bookkeeping, such as usage counts.

Large Exports Come in Parts

A large export comes in parts of up to about 4 GB, named like Rivera Landscaping Export 2026-10-09 Part 1 of 3.zip, so each part saves on any computer or drive. Each part is a whole ZIP file that opens on its own, with the same top-level layout and its own Read Me; together they hold everything. A single file larger than 4 GB comes in a part of its own, and opens in Windows, macOS, and every common tool.

How Your Export Is Kept Safe

• Files are decrypted only as they go into your export, inside your company's own workspace.
• The prepared ZIP files are encrypted with your company's own key, the same way your files are (How Your Files Are Encrypted), and stored under random names.
• They are kept for 7 days after the export is ready, then removed for good. Only the export's copy is removed; nothing in your workspace changes.

Activity Log

Starting an export, stopping one, the export being ready, every download, and the prepared copy being removed after 7 days are all written in your Activity Log.