Schedule Community Data Export

The scheduled export captures a community's incremental activity — including idea submissions, votes, comments, and stage changes — for a selected frequency, and delivers the resulting report directly to a specified email address. All scheduled exports are sent at 8:00 AM PST, regardless of the frequency configured.

Role Permissions

1. Community Administrator: Configures and schedules the community's automatic data export, including the export frequency, weekly delivery day, recipient email address, and timezone.
2. Community Moderator: Cannot configure the scheduled export, but can be entered as the recipient in the Email To field to receive the exported report.

Schedule Setup

To configure a scheduled community data export, a Community Administrator navigates to Settings >> Community >> Data >> Export Data >> Schedule Community Data Export and completes the following fields:

1. Export Ideas: Sets the frequency at which ideas are exported — Daily, Weekly, or Monthly — or disables the scheduled export entirely.
2. Weekly Export Schedule: Visible only when Weekly is selected in Export Ideas; sets the day of the week on which the export is sent.
3. Email To: The email address that receives the scheduled export. Only one email address can be entered, and it must belong to a Community Administrator or Community Moderator.
4. Timezone: Sets the timezone used when displaying the exported data. Selecting a preferred timezone here overrides the community's default timezone for this report only.

Report Delivery

Once configured, the address entered in Email To receives an email containing links to download the exported file for each scheduled period. See Exceptions below for delivery behavior when Remote Storage (SFTP) is configured.

Exported Report Contents

The downloaded incremental data file contains the following tabs:

1. Member Report: Member ID, Email Address, Name, Member Since, Source, Status, Ideas, Votes, Comments, Member Profile Language, TOS Accepted, TOS Accepted Date, and Member Profile Questions.
2. Community Events: Event ID, TimeStamp, Member ID, Action Name, Action Direction, Idea ID, and Comment ID.
3. Comment Votes: Up/Down, Voter ID, Voter Name, Email Address, Title, Comment Summary, URL, and Timestamp.
4. Idea Votes: Up/Down, Voter ID, Voter Name, Email Address, Idea ID, Idea Number, Title, Stage ID, Stage Name, URL, and Timestamp.
5. Idea - Details: Creation Date/Time, Idea ID, Idea Number, Author ID, Stage, Author (Name), Author Email, Campaign (Name), Campaign Group, Total Votes, Vote Up, Vote Down, Comments (count), Title, Description, Tags, Moderator Tags, Labels, URL, Attachments, Owner (email), Contributors (email), Latitude, Longitude, Idea Event, Modification Date/Time, Private, Annotations, and Custom fields.
6. Comments: Date, Idea ID, Comment ID, Member ID, Idea Number, Author (Name), Author Email, Comments (text), and Attachments.
7. Moderator Tags: Idea ID, Idea Number, Title, and each applied moderator tag (Moderator tag1, Moderator tag2, Moderator tag3, and so on).
8. Tags: Idea ID, Idea Number, Title, and each applied idea tag (Idea tag1, Idea tag2, Idea tag3, and so on).
9. Assessment Results: Idea ID, Title, Description, Idea Submitter (Name), Member ID, Stage Name, Idea Campaign, Assessment Rating, Assessment Question, Assessing Member ID, Assessing Member (Name), Email, and Date.

Exceptions

1. No Activity in Period: If no activity has taken place in the community during the scheduled period, the exported report is sent blank.
2. Frequency Scope: The exported report includes only the ideas and activity from the specific frequency period configured (Daily, Weekly, or Monthly); it does not include all ideas from the community's beginning.
3. Remote Storage (SFTP) Configured: When SFTP (Remote Storage) is set up for the community, all scheduled exports are delivered from the SFTP location instead of by email download link, and each export is generated in Excel format. (TO BE VERIFIED: confirm whether the Email To recipient still receives a notification email when SFTP delivery is active.)

Frequently Asked Questions

Can more than one email address receive the scheduled export?

No. Only one email address can be entered in the Email To field.

When does the Weekly Export Schedule field appear?

The Weekly Export Schedule field is visible only when Weekly is selected in the Export Ideas field, since it sets the day of the week on which the weekly export is sent.

Does the scheduled export include ideas submitted before the schedule was configured?

No. The exported report is scoped to the selected frequency period only and does not include all ideas from the beginning of the community.

What time are scheduled exports sent?

All scheduled reports are sent at 8:00 AM PST, regardless of whether the Daily, Weekly, or Monthly frequency is selected.

Who can be entered as the recipient in the Email To field?

The Email To field accepts the email address of a Community Administrator or Community Moderator.

Related Articles

• Help Article for Export Data
• Help Article for Import Data
• Help Article for Community Settings - Data