Export Records

Use Export records when you need project data as CSV, TSV, Excel, or JSON. This is the best export for spreadsheet review, database import, analysis, and sharing structured data with collaborators.

Quick way to export records

1. Navigate to the Dashboard page.
2. Open the project menu and select Export records.
3. Optional: choose an export preset from Export preset.
4. If you are not using a preset, select the Record type.
   • Narrative
   • Sites
   • Events
   • Specimen records
   • Specimen parts
5. For specimen records, select the taxon group. Mammal exports can be limited to non-bats, bats, or all mammals.
6. Select the specimen field mode.
   • Standard
   • All fields
   • Custom fields
7. Optional: turn on Concatenate multi-entry to combine repeated values in one cell.
8. Optional: turn on Field names only for headers to use field IDs instead of display labels.
9. Select the file Format.
   • Comma-separated (.csv)
   • Tab-separated (.tsv)
   • Excel (.xlsx)
   • JSON (.json)
10. Add File name for the exported file.
11. Select the Directory where you want to save the exported file.
12. Click Save.

Sharing saved files

After the file is saved, the Save button changes to Share. Use Share on mobile devices to send the file to another app or save it through the system file picker.

Deep dive

Record export reads data from the active project and writes one selected record type at a time. Choose the record type that matches the table or workflow you want to inspect: narrative entries, sites, events, specimen records, or specimen parts.

Project database
    |
    v
Record type + filters + field mode
    |
    v
Exporter
    |
    +--> CSV / TSV
    +--> Excel
    +--> JSON

Export presets save repeatable choices such as record type, taxon selection, field mappings, header style, and repeated-value behavior. The output format, filename, and destination are chosen when you run the export. Use a preset when your team needs the same export shape across field days, devices, or projects. If a collaborator also needs the same presets, export user configs or include them in a full database archive.

In Settings > Tabular Data, preset settings are saved as you change them, but the name is not. Type a new name and select Rename to commit it; until then the preset keeps its current name and your typing is left alone. Export a single preset from its row, or every preset from the options menu. Both write the same file format, so either file imports through the same Import action.

Event and specimen exports include stored environmental values even when their fields are hidden from the event form. Environmental custom fields are available to export presets and use stable headers in the form customEnvironment::<definition UUID>. These fields also flow into event documents, Darwin Core event output, event record exchange, and project transfer, so form visibility never acts as a data-deletion or export filter.

Specimen records have extra filtering because they are usually the largest and most institution-specific export. The taxon group narrows the record set before the file is written. Field mode controls the columns:

• Standard writes the default fields used by most workflows.
• All fields writes every supported specimen field.
• Custom fields lets you choose a smaller or institution-specific column set.

Arthropod record exports include sex, life stage, caste, the host organism and host part, the optional morphometrics, and remarks. Arthropod-only exports and presets do not offer parasite-detection or parasite columns. All taxa exports retain those columns for the catalog groups that support parasites.

Repeated values can be written as separate values or concatenated into one cell. Concatenation is useful for spreadsheets and quick review, while keeping entries separate is better when another database will parse the file.

Field names only for headers writes field IDs instead of display labels. Use this when the receiving system expects stable field names or when you need predictable headers for scripts. Leave it off when people will read the export directly in a spreadsheet.

Darwin Core field mappings use standard headers only where the NAHPU field has the same meaning. Unmatched fields retain a nahpu: header. Derived exports use the specimen determiner for identifiedBy, prefer the determiner's canonical ORCID URL for identifiedByID, preserve verbatim coordinates, add positive coordinate extent to coordinate uncertainty, and retain the selected weight unit (g, kg, or lbs).

For arthropods, Darwin Core mappings place sex, life stage, caste, the host association, and remarks on the occurrence. Host part and the morphometrics become MeasurementOrFact values with units where defined. Environmental observations belong to the collecting event, not to the specimen.

Choose the output format based on the next tool:

• CSV and TSV are the most portable spreadsheet and database-import formats.
• Excel is convenient for manual review and sharing with spreadsheet users.
• JSON preserves structured data for scripts and downstream software.

Record exports are not backups: NAHPU cannot read them back. Use them for data exchange, review, and analysis. Use Export project for the daily field backup, Backup database weekly and before a merge, and use Bundle records when you need a standards-based specimen package with related records and media.

To move project data between devices, use Merge project or Export project in the project dashboard menu. Use JSON.GZ for records-only uploads over limited internet; it excludes media. Use ZIP or TAR.GZ for a full project copy with available media. Merges check the project UUID, guide you through each section, and show conflicts before writing anything. Back up the database first; a force merge is only available after acknowledging that a UUID mismatch will use the active project UUID.

Contributors can read the implementation details in Templates and presets and Export workflows.