Exporting Your Data

Which export do I need? This page covers the account-wide export — a zipped CSV of your whole account’s data, controlled by the Allow Data Export permission. If you instead need a single client’s communications and clinical records as a PDF (for example, for a subpoena), use Export Profile PDF from that client’s Admin menu — see How to Extract Client Data for a Subpoena. Both exports share the same retention: PDFs/files are downloadable for 72 hours and export history is kept for 14 days.

Data is exported into a zipped CSV file which can be unzipped and opened by Excel or similar programs.

The database export allows you to backup clients, client notes and forms, client diagnoses, appointments, referrer profiles, client contacts, client communication, third parties, invoices, payments, services, products, session packs, Medicare (AUS) claims, client insurance details, and any uploaded documents (client files).

A note on Client Contacts: the Client Contacts export holds each client’s linked emergency or related-person contact (name, email, mobile, relationship). It is not the client’s own contact details, which are included in the Clients export instead. If a client has no linked contact saved, they simply won’t appear in this file.

Export Types:

There are these export types applied when exporting data:

1. All Data: Will export data for all clients and practitioners, including inactive practitioners and inactive clients.
2. Data Linked to Practitioner: This option will export data specifically for the practitioner and their clients, encompassing all records in which the practitioner is identified as either the Primary Practitioner or an Assigned Practitioner.
   1. Note: you are able to select and export data for individual active and inactive practitioner profiles.
3. Data Linked to Specific Client: Will export data for the chosen client.

There are some exceptions to note:

• Invoices and appointments: When filtering by Data linked to practitioner this will export all invoices billed to the practitioner, and all appointments booked with that practitioner. This is so that you can export the data associated with them, rather than exporting all invoices or appointments for clients linked to that practitioner - in the event that those clients have invoices or appointments with other practitioners.
• Services, Products & Packs: All services, products and packs in the account will be exported regardless of whether filtering by a specific practitioner or client, given this information is linked to the account but not to a specific practitioner or client. By default, this option will be unchecked when you choose to filter by a practitioner or client.

How to Export Data:

1. Go to Tools > Data Export
2. Select the desired export type:
   1. All data (Will export data for all clients and practitioners)
   2. Data linked to practitioner (Will export data for the practitioner and their clients)
   3. Data linked to specific client(Will export data for the chosen client)
3. Select the data that you want to export. To review client profile fields across your account, select Clients; the exported Clients.csv file includes a Timezone column. Selecting Appointments produces Client Appointments.csv, which includes a ScheduleReminder column for the per-appointment reminder switch. See Preparing For DVA Claiming for what the Client Insurance and Medicare Claims exports contain, including DVA’s Accepted Disability fields.
4. Click Export
5. Return to this page later to download a copy of your data (times may vary depending on the amount of data being exported)

Export Uploaded Documents:

1. Go to Tools > Data Export
2. Click on Uploaded Client Files
3. Select the desired filtering:
   1. All data(Will export files for all clients and practitioners)
   2. Data linked to practitioner(Will export files for the practitioner and their clients)
   3. Data linked to specific client (Will export files for the chosen client)
4. Choose whether to export all files or select a start and end date for files uploaded during a certain period
5. Click Export. Return to this page after waiting for the data to be prepared to download a copy of your data.

Export Personal and Group appointments

1. To export all personal and group appointments created in your account, you need to select Appointments and select the All Data option.

2. To export personal and group appointments for one practitioner only, you need to select Appointments and select the Data Linked to Practitioner option, then select that specific practitioner.

The Client Appointments.csv file will be exported, and you will be able to sort it by the AppointmentTypeID column to select Personal and Group appointment types.

Storage Mode and Data Export

When an account is in Storage Mode, use Tools > Data Export to export account data. Data Export is the retained export path in Storage Mode. Financial reports are separate report screens and require Access Financial Reports, which is not part of the Storage Mode retained feature set.

If you need financial-year information after moving to Storage Mode, export the relevant data from Tools > Data Export and review it in Excel or a similar spreadsheet program.

Cancelling an Ongoing Export

If a data export is taking too long or you decide you no longer need the file, you can easily stop the preparation process directly from the Data Export page.

1. Navigate to Tools > Data Export.
2. While your data is being prepared, you’ll see the Export button update to a “Working…” status.
3. Simply click the Cancel button (the small X icon) located right next to the status.
4. When the confirmation window appears, click OK to stop the export.
5. The “Working…” notification will disappear, and you can immediately start a new export if needed.

Data Export Outcome

• Once you have defined what data you will be exporting, click on the Export button. Depending on the amount of data, it may take up to two hours to complete the download. You will see a notification to inform you of this.

• When the download is completed, the Download List section at the bottom of the Tools > Data Export page will include ZIP files ready to be downloaded on your device.

  • The Client Files.zip file will include all client files that were uploaded to your account, organized into one folder per client. Each folder name starts with the client’s Client Number, followed by their name (for example, 0001 Smith, Jane), so you can find and manage a specific client’s folder before extracting or copying files.
  • The Data Export.zip file will include a number of CSV files which can be opened by Excel or similar programs. There you will find clients, client notes and forms, client diagnoses, appointments, referrers, client contacts, client communication, third parties, invoices, payments, services, products, session packs, Medicare (AUS) claims, client insurance details. The Clients.csv file includes client profile details, including the Timezone column.

• Viewing Notes, Forms, and Communication contents in the CSV File
  If you don’t immediately see the full content of notes, forms, emails and letters in the exported CSV, don’t worry—the data is included. The information is stored within individual cells, but may appear cut off depending on column width or spreadsheet settings. To view the complete content:

  • Click into the cell to see the full note or form text in the formula bar or editing area of your spreadsheet program.

  • Expand the column width to display more of the content directly in the spreadsheet grid.

This ensures you can review the complete note and form data without any loss of detail.

• To create such PDF files, you need to navigate to Client Profile > Records > Notes or > Forms.
• When on that page, you will see a large button at the top that says Print All.
• Click on it and the system will generate a PDF file that would include all client notes or forms in one document.
• You will be able to either print this file, or download it as PDF on your computer.

Frequently Asked Questions

Are draft session notes included in a data export?

Yes. When you select Client Notes in Tools > Data Export, Zanda exports active clinical and administrative session notes to Client Notes.csv, including notes that are still in Draft status. The export also includes a Status column, so you can see whether each note is draft or completed.

I can’t see Data Export in my Tools menu, where is it?

Data Export appears under Tools only for users who have the Allow Data Export permission. If Data Export isn’t in your Tools menu, your user doesn’t have that permission yet — this is the most common reason it’s missing. Ask a Master User (or account owner) at your practice to enable Allow Data Export for your user, or to run the export for you. To export all account data you’ll also need access to all client profiles; without that, you can export only the clients assigned to you.

Will Zanda email me when a Data Export is run?

No, Zanda doesn’t currently send an email or in-app alert when someone runs a Data Export. If you want to monitor export activity for security or compliance purposes, go to Tools > Log File after the fact: search the Note field for “data backup” to see who viewed the Data Export page or started an export, when, and from which IP address. See Recording and Reviewing the User Activity Log File for the full walkthrough.

If an automatic alert would help your practice, you’re welcome to submit the idea through the Customer Ideas Portal.

How do I export contact details for everyone across all my group appointments?

Click Reports and search for the Export Appointments report; don’t use the Client Contacts option in Data Export. Client Contacts only holds each client’s linked emergency or related-person contact, not their own details, so if your clients don’t have one of those saved, that export comes back empty.

1. Click Reports and search for Export Appointments.
2. Set your date range and run the report. Each row includes the client’s Mobile number, and for group appointments the Name column shows the group appointment’s title. Drag the Name column header into the grouping bar above the grid to cluster participants by group.
3. For email addresses, go to Tools > Data Export, select All Data, select Clients, and export. The resulting Clients.csv file includes each client’s email address.

If you only need one group’s participant list rather than a practice-wide spreadsheet, you can also print or download a PDF of a single group’s list. See Printing Group Participant List in Creating, Editing and Managing Group Appointments.