Documentation

Site Exports

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Site exports create downloadable ZIP snapshots of a site's files and folders. Use exports when you need a point-in-time backup, an offline review package, or a portable copy of the current site content.

Exports are managed from Site Settings > Export. They do not create a folder inside the site. Instead, Clear Ideas tracks export jobs and export schedules from the Export settings page.

What Exports Include

Site exports include the files and folder structure visible in the site at the time the export runs.

Exports include:

  • site folders
  • site files in their stored formats
  • the current site folder hierarchy
  • enough archive structure to restore or review the exported content outside Clear Ideas

Exports do not currently include:

  • site users and permissions
  • site settings
  • analytics
  • Q&A records, notes, or announcements
  • governed AI evidence exports

Governed evidence and Q&A records are exported from their own governance or Q&A areas rather than from the basic site export snapshot.

Create an Export

To create an export:

  1. Open the site.
  2. Go to Site Settings > Export.
  3. In Export Jobs, select Create Export.
  4. Wait for the job to complete.
  5. Select Download when the ZIP is ready.

Export jobs run in the background. You can leave the page and return later. The job list shows progress, status, size, trigger type, creation time, completion time, and download availability.

Refresh Export Jobs

The Export Jobs list updates while the stream is connected. You can also select Refresh to reload the current page of export jobs without refreshing the browser.

Use Refresh when:

  • you returned to the Export page after leaving it open
  • a network connection was interrupted
  • an export completed in another browser tab
  • you want to confirm the latest status before downloading

Cancel or Delete Exports

Pending and running export jobs can be canceled. Completed, failed, and canceled export jobs can be deleted when deletion is allowed.

Deletion removes the export record and its stored ZIP artifact. It does not delete the source site content.

Organization governance policy can prevent deletion of completed export records when governed retention rules apply. If deletion is disabled by policy, the Delete action is hidden or blocked.

Scheduled Exports

Scheduled exports let administrators create recurring site snapshots without manually starting each export.

Use scheduled exports for:

  • recurring backups
  • end-of-week or end-of-month records
  • project milestone snapshots
  • lightweight disaster recovery planning
  • periodic offline review packages

Create a Schedule

To create a scheduled export:

  1. Open Site Settings > Export.
  2. In Export Schedules, select Create Schedule.
  3. Choose the frequency.
  4. Set the local time and applicable days.
  5. Choose the retention period.
  6. Save the schedule.

Schedules use the selected local timezone when calculating the next run time. For example, a weekly schedule at 3 PM in America/Toronto runs at 3 PM Toronto time, with the stored job time converted behind the scenes.

Schedule Frequency

Export schedules support recurring timing such as:

  • daily
  • weekly
  • monthly

Each schedule shows a short summary, such as "Weekly at 3 PM on Monday and Wednesday", along with the timezone used for the run calculation.

The schedule list also shows:

  • active or inactive status
  • last run
  • next run
  • retention period

Retention

Each schedule can define retention days. Completed exports from that schedule are automatically deleted after the retention period expires.

Retention helps prevent scheduled exports from accumulating indefinitely while still keeping recent snapshots available for download.

Manual and Scheduled Jobs

The Export Jobs list includes both manually created and scheduled exports. Scheduled jobs are marked as scheduled so administrators can tell how the export was created.

Manual and scheduled jobs use the same status lifecycle:

  • pending
  • running
  • completed
  • failed
  • cancel requested
  • canceled

Policy Controls

Organization policy can allow or block site exports across the organization. If site exports are disabled by policy, administrators cannot create new export jobs or schedules for affected sites.

Governance policy can also restrict deletion of export artifacts when retention requirements apply.

Best Practices

  • Use manual exports before large structural changes.
  • Use scheduled exports for recurring backup needs.
  • Set retention days for schedules so old snapshots do not accumulate.
  • Download and store exported ZIP files according to your organization's data handling rules.
  • Use governed evidence exports for audit evidence rather than relying on basic site export snapshots.