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Importing & Exporting

In the Clear Ideas App, archives play a crucial role in data management and document organization. There are two primary ways to interact with archives: uploading and unzipping Zip files, and exporting a site. These features enable efficient data import, backup, and offline access to your content.

Uploading and Unzipping a Zip File

Users can manage archives by uploading Zip files to a site and utilizing the "Request Unzip" feature. This process efficiently organizes and integrates the files and folders contained in the Zip file into the designated site. This method is ideal for importing structured data swiftly and maintaining organizational consistency within the platform.

Supported Formats

Supported Formats:

  • ZIP - .zip (application/zip)

Uploading a Zip File

To upload and unzip a Zip file:

  1. Navigate to the site where you want to import content
  2. Upload the Zip file like any other file
  3. Once uploaded, use the "Request Unzip" feature to extract contents
  4. Files and folders from the Zip are organized and integrated into the site

Process: The unzip process extracts all files and folders from the Zip archive while preserving the folder structure.

Use Cases:

  • Importing bulk documents
  • Migrating content from other systems
  • Restoring backups
  • Adding pre-organized content structures

Export Site

Generate a zip archive of all documents and folders in a site for backup or offline review. Site exports create a complete snapshot of your site's content at the time of export. Export the complete contents of a site to a zip file for backup, archival, or offline access.

What's Included in Exports

Site exports include comprehensive site contents:

Documents and Files: All Files: Every document and file uploaded to the site is included in the export.

Folder Structure: Complete Hierarchy: The export preserves the exact folder structure and organization of your site.

Site Contents:

  • All documents in their original formats
  • All folders maintaining their hierarchy
  • File metadata and organization
  • Complete site structure

Note: Exports include the site contents but not:

  • User access permissions
  • Site settings and configuration
  • Site statistics or analytics
  • Watermarks (original files without watermarks)

Exports reflect the current state and folder structure at the time of export.

Request an Export

From Site Settings > Export:

  1. Navigate to Site Settings > Export
  2. Click Request Export to queue a zip archive job
  3. Wait for the export to be processed
  4. Download the exported zip file from your site

Export Request: Clicking "Request Export" initiates the export process. The export is processed asynchronously in the background.

Export Status

After requesting an export, you'll see status indicators:

Processing: Export is being created (spinning icon)

Export Requested: Request has been submitted successfully

Status Display: A status indicator confirms the request. The export status is shown on the Export settings page.

Export Completion

Delivery: Completion is delivered to the site as a file. The exported zip file appears in your site once processing is complete.

Notifications: If notifications are enabled, you'll also receive an email notification when the export is ready.

Download: Once complete, download the exported zip file like any other file in your site.

Downloading Exports

Once an export is complete:

  1. Navigate to Site Settings > Export
  2. The export file appears as a zip file in your site
  3. Download the zip file like any other file in the site
  4. Extract the zip file on your local machine

File Location: The exported zip file is saved directly to your site, making it easy to access and download.

Export Processing Time

Small Sites: Typically complete within minutes

Large Sites: May take longer depending on content volume

Background Processing: Exports are processed asynchronously, so you can continue working while the export is being created

Use Cases

Backup and Archival

Regular Backups: Export sites periodically to create backups of important content

Project Completion: Export sites when projects are completed for archival purposes

Compliance: Maintain exports for compliance and record-keeping requirements

Offline Access

Local Copies: Download exports to access content offline or on local networks

Portable Archives: Share exported zip files with team members who need offline access

Disaster Recovery: Keep exports as part of disaster recovery planning

Migration and Transfer

Content Migration: Use exports to transfer content between accounts or systems

Data Portability: Maintain portable copies of your data for flexibility

System Transitions: Export content when transitioning between systems

Best Practices

Regular Exports

Schedule: Export important sites regularly to maintain current backups

Before Changes: Export sites before making significant structural changes

Milestones: Export sites at project milestones for historical records

Export Management

Organization: Keep track of export dates and purposes

Storage: Store exported zip files in secure, accessible locations

Versioning: Consider dating or versioning exports for better organization

File Size Considerations

Large Sites: Be aware that exports of large sites may result in large zip files

Download Time: Large exports may take time to download depending on your connection

Storage Space: Ensure you have sufficient storage space for exported files

Limitations

Export Frequency

On-Demand: Exports are processed on-demand when requested

Multiple Exports: Multiple exports can be requested, but each processes separately

Concurrent Limits: There may be limits on concurrent exports

Content Scope

Site Contents Only: Exports include site contents only

Settings Excluded: Site settings, user permissions, and configurations are not included

Current State: Exports reflect the current state at the time of export, not historical versions