Export Records From Search

Social Media Archiving allows you to export records out of the system in a variety of data formats. 

Export Records from Search

1. Navigate to the Search page and search for the records you want to export
2. Click the Export Results button
   
3. An export pop-up screen will appear with options for the export
   
   
   • Export Name: Provide a descriptive name that accurately describes the contents of the export. Your system administrators will be able to see this name when they view exports across the system. This is a required field.
   • Email To: An email notification will be sent to this address when the export is ready to download. Please ensure that this field contains your email address or the email address of the person you want to send the export to directly. You can only enter one email address.
   • Export As: Can export as PDF, Excel, or HTML; PDF is the most commonly used format for exports.
   • Schedule: You can schedule exports to run every week, month, or year. For more information on scheduling exports, view our How to Schedule Recurring Exports article
   • Advanced Options
     • Organize records in subfolders based on account and content type: This option will create an advanced file structure that separates content by type and account owner. Please note that some versions of Windows may not be able to unzip these folders using the default zip utility.
     • Include details for each record such as IDs, content types, and tags: This option, which is checked by default, will include more detail on each record, including tags assigned by admins after creation. If the export is for external distribution and only a superficial rendering of the content is needed then uncheck this box.
     • Include supporting files (e.g., images, videos) for each record: This option allows you to include full-resolution image and video files with your export. If this option is not checked, the export will include thumbnail versions but not the full-resolution files.

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Download Exports

The time it takes to complete the export depends on the volume of records included in the export. If the export is small (a few hundred records at most), you might see a dialog pop-up in the interface allowing you to download the export right away. If not, you may exit the interface and retrieve your data from the export tab once it is complete. In all cases, you will receive an email notification when the export is ready for download. 

Depending on the size of the export, as well as the export options selected, the export will be delivered as either a single file or as a ZIP file containing multiple files. For information on extracting zip files, please see the All About Exported Zip Files article.

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View and Export Different Versions of a Record

If a post is edited in one of your social media accounts, Social Media Archiving will track those edits as versions within your archive. This allows an agency to see different versions of posts tagged as edited.

1. Records in the archive that have multiple versions are indicated by a symbol in the upper right corner that reads Current next to a circular arrow clock image
   
2. To view earlier versions, simply click on the record to open up the Record Details window
   
3. In the Record Details window, select the Version history you would like to view and the corresponding record version will display. To export an earlier version of the record, click on the Export this record link at the bottom of the Record Details window.