Case Export — User Guide

Overview

Case Export lets you generate a CSV or Excel file of your case data directly from AllVoices — choose which fields to include, whether to add employee data, notes, tasks, and more, then download. You can save your configuration as a preset to reuse later, and set presets up to run on a schedule so you don't have to export manually every time.

Before You Start

• You can only export cases you have access to.
• Viewers or custom roles with view-only permissions cannot export.
• Any filters currently applied to your case list are shown at the top of the export dialog and carry into your export.

How to Export

1. From the case list, click Export. The Export Cases dialog opens.
2. (Optional) Select a saved Preset from the dropdown to load a previous configuration, or start from scratch.
3. Select the Format CSV vs Excel
4. Under Fields to Export, check the boxes for the fields you want included. Use Select / Deselect All to quickly toggle everything, or click Reorder Columns to customize the column order.
5. Check Would you like to include employee data in your export? if you want HRIS/employee fields added. You can choose to have employee data included in the same CSV as your case fields, or exported as a separate CSV file.
6. Under Additional Data to Export, check any of the following you'd like added:
   • Notes
   • Tasks
   • Linked Cases
   • Activity Log
   • Messages
   • Attachments
   • Workflows
7. Check Exclude Empty Columns if you want columns with no data across your filtered cases left out of the file.
8. Click Export CSV.

Your CSV Export File

When your export finishes, you'll receive a zip file containing folders and files for each type of data you selected:

• /attachments/ — one sub-folder per Case ID, containing that case's uploaded files.
• /csv/ — one CSV file per data type included:
  • cases.csv — core case fields
  • activity-log.csv
  • attachment-index.csv
  • linked-cases.csv
  • messages.csv
  • notes.csv
  • tasks.csv
  • workflows.csv — workflow metadata
  • workflow-files.csv — reference to workflow files
• /workflows/ — one sub-folder per Case ID, containing that case's workflow PDFs.

Only the folders and files relevant to what you selected in the export dialog will be included — for example, if you don't select Attachments, the /attachments/ folder won't appear in your zip.

Your Excel Export File

You'll receive a single .xlsx workbook with a separate tab for each data type you selected — for example:

• Cases — core case fields
• Tasks
• Workflows — workflow metadata
• HRIS/Employee Data (if included)
• Attachment Index — a reference list of attached files

Every tab is keyed by Case ID, so you can cross-reference rows across tabs (e.g., match a task back to its case).

Attachments and workflow files are still delivered as their own folders alongside the workbook, just like with CSV format:

• /attachments/ — one sub-folder per Case ID with that case's uploaded files.
• /workflows/ — PDFs for each case: one merged PDF combining all of that case's workflow sheets, plus the individual AV sheets as separate files.

In short: Excel format swaps the /csv/ folder of individual files for one combined workbook — everything else about the export (attachments, workflow PDFs, filters, field selection) works the same as CSV format.

Fields to Export

The field list covers all standard case data, including: Case ID, Case Type, Case name, Company, Status, Priority, Resolution, Tags, Assigned Admin, Date Created (UTC), Closure Date, Last Action, Last Action Time, Last Message Date (UTC), Calendar Days Open, Attorney-Client Privilege, Messages, Vera Summary, Additional Admin Summary, Category of Perpetrator, Input Source, Area, Addresses (Country/State), and any optional free-text response fields.

Use Select / Deselect All at the top of the list to check or uncheck everything at once, then fine-tune individual fields from there.

Additional Data to Export

Workflows export detail: when included, workflow data is delivered as a CSV of workflow metadata (step names, statuses, assignees, dates, etc.), a separate CSV listing associated files, and individual PDFs for each workflow.

Saving Your Configuration as a Preset

If you'll reuse the same export setup regularly:

1. Configure your fields and additional data as usual.
2. Click Save As a New Preset.
3. In the Save Export Preset dialog, enter a Preset name.
4. Check Include current filters if you want this preset to also remember your current case-list filters.
5. Click Save.

Next time, select that preset from the Preset dropdown to instantly apply the same configuration. If you've loaded a preset and changed something, use Save Changes to update it instead of creating a new one.

Managing Existing Presets

From the Export Cases dialog, once a preset is selected, use the icons next to the preset controls to:

• Calendar icon — schedule this preset to run automatically (see below)
• Pencil icon — rename the preset
• Trash icon — delete the preset

Scheduling Exports

To have an export run automatically on a recurring basis:

1. Select a preset, then open Scheduled Exports.
2. Enter a Schedule Export Name and, optionally, a Description.
3. Under Start, choose the time zone the export should run in — it will send at 9:00 AM in that zone.
4. Set Occurs to how often you want it to run (e.g., Weekly). The dialog confirms when it will send (e.g., "Sends every Monday").
5. Optionally check Ends After and enter a number of occurrences if you don't want this to run indefinitely.
6. Under Select user(s), add AllVoices users who should receive the export.
7. Under Add external users, enter any external email addresses (comma-separated) who should also receive it.
8. Click Continue to Review to confirm before the schedule goes live.

Note: Sharing a scheduled export does not apply per-recipient permissions — anyone added, internal or external, receives the full export as configured. Share scheduled exports carefully, especially if they include sensitive fields like Messages or employee data.

Export History

AllVoices keeps a record of your completed exports so you can re-download files without running the export again.

Open Export History to see a list of your exports, including:

• Type — Case List or Single Case
• Status — e.g., Completed
• Created — date and time the export was run
• File — the exported file name
• Click Details to view more about a specific export, or Download to retrieve the file again.

Note: Export History only shows exports you personally ran — you won't see other users' exports here.

Need Help?

If your export looks wrong (missing columns, unexpected data, or a scheduled export didn't send), contact support with the preset name, fields selected, and the date/time you ran or expected the export.