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Exporting Data

The Export Data feature allows you to extract data from OpenGRC in CSV format for backup, reporting, or migration purposes.

Accessing Export

  1. Navigate to Data Manager in the admin navigation
  2. Click Export Data

Export Wizard

The export process uses a three-step wizard to guide you through selecting and downloading your data.

Step 1: Select Entity

Choose the type of data you want to export from the dropdown menu. Entities are organized into groups:

Group Entities
Core GRC Standards, Controls, Implementations, Policies, Audits, Audit Items, Risks, Programs, Bundles
Third-Party Vendors, Applications, Assets, Vendor Documents
Survey & Assessment Surveys, Survey Templates, Survey Questions, Checklists, Checklist Templates
Data Management Data Requests, File Attachments, Policy Exceptions

After selecting an entity, the wizard displays the total number of records available for export.

Step 2: Select Fields

Configure which data fields to include in your export.

Database Fields

Select individual fields using the checkbox list. Field labels include type indicators:

  • (enum) - Enumeration field with predefined values
  • (FK) - Foreign key referencing another entity

Use the Toggle all button to quickly select or deselect all fields.

Include Timestamps

Enable Include timestamps to add created_at, updated_at, and deleted_at fields to your export.

Relationships

Optionally expand the Relationships section to include many-to-many relationship data. Related record IDs are exported as comma-separated values in a single column.

For example, exporting Controls with the "implementations" relationship would create a column containing 1,5,12 representing the IDs of linked Implementation records.

Step 3: Export

Review your export configuration:

  • Entity: The selected data type
  • Records: Total records to be exported
  • Fields: Number of fields selected
  • Relationships: Number of relationships selected

Click Download CSV to generate and download your export file.

Export File Format

The exported CSV file:

  • Uses the first row as column headers matching field names
  • Encodes text using UTF-8
  • Escapes special characters according to RFC 4180
  • Names files using the pattern: {entity}_export_{date}_{time}.csv

Enum Values

Enumeration fields export their stored values (not display labels). For example, an Implementation status might export as Implemented rather than a formatted label.

Relationship Data

Many-to-many relationships export as comma-separated ID lists. To import this data back, use the same format.

Use Cases

Backup

Regularly export critical entities (Standards, Controls, Implementations) to maintain offline backups of your compliance data.

Reporting

Export data to analyze in spreadsheet applications or business intelligence tools.

Migration

Export all entities before migrating to a new OpenGRC instance, then use the Import feature to restore.

Audit Evidence

Export specific entities to provide evidence during external audits.

Permissions

Requires the Export Data permission to access the Export Data page.

Best Practices

  1. Include ID fields when exporting data you plan to re-import, enabling updates to existing records
  2. Document your field selections if you need to repeat exports with the same configuration
  3. Test imports on a staging environment before importing exported data into production
  4. Include timestamps for audit trail purposes when backing up data