Data Export & Exit Strategy Guide
📤 Data Export & Exit Strategy Guide
"Take your compliance data with you — on your terms."
A complete overview of every way to download, export, and archive your Brainframe workspace data.
When planning a workspace exit, migration, or offline audit archive, Brainframe offers several export paths — from a full workspace backup to granular Excel exports per module. This guide describes every export capability currently available in Brainframe Next-Gen, organized by priority for exit planning.
1️⃣ Exit Strategy Overview
Use this table to decide which export methods to use for your scenario:
Priority | Method | Scope | Format | Best for |
|---|---|---|---|---|
🥇 Primary | Workspace Backup | Full licensed workspace | ZIP | Complete workspace exit / migration |
🥈 Secondary | Direct file download | Individual uploaded documents | Original (DOCX, XLSX, PDF, …) | Recovering source files |
🥈 Secondary | Distribution attachments ZIP | All file-backed documents in a distribution | ZIP | Bulk file extraction without backup |
🥉 Tertiary | Module Excel exports | Filtered rows per table/view | XLSX | Structured metadata per document type |
🥉 Tertiary | Print / PDF exports | Documents, frameworks, reports | PDF (via browser print) | Human-readable audit packs |
📊 Supplementary | Graph image export | Relationship / dependency graphs | PNG | Visual evidence of links |
2️⃣ Workspace Backup (Highest Priority)
The Workspace Backup module is the most comprehensive export path. Licensed workspaces receive automated hourly backups that can be downloaded as a ZIP archive.
Where to find it
Configuration → Backup (/configuration → module Backup)
What is included
The backup ZIP contains a snapshot of your entire workspace according to Brainframe's backup scope — documents, metadata, configurations, and linked data as maintained by the platform backup service.
How to download
- Navigate to Configuration → Backup.
- Review the list of available backup snapshots (sorted by date, newest first).
- For a backup with status Ready:
- Click Download backup — opens a signed download URL in a new browser tab.
- For a backup that needs preparation:
- Click Generate download — queues preparation (you will receive an email when ready).
- Once status changes to Ready, click Download backup.
Backup statuses
Status | Meaning | Action |
|---|---|---|
Available | Backup exists but download link not yet generated | Admin: click Generate download |
Preparing | Download link is being generated | Wait for email notification |
Ready | Download link available | Admin: click Download backup |
Permissions & requirements
- Available on licensed workspaces only.
- Generate download and Download backup require administrator access.
- Non-admin users can see backup status ("Preparing download") but cannot initiate or download backups.
💡 Pro tip: Download at least one backup early in your exit planning process to verify its contents and structure before your final cut-off date.
3️⃣ Direct Document & File Download
Individual documents that were uploaded as files (Word, Excel, PowerPoint, PDF, etc.) can be downloaded in their original format via signed storage URLs.
3.1 From the document detail page
- Open any document that has an attached file.
- Click the overflow menu (three dots) in the document header.
- Select Download.
What you get: The original uploaded file (DOCX, XLSX, PDF, PPT, etc.).
3.2 From a folder table view
- Navigate to the folder containing the document.
- Click the row actions menu (three dots) on the document row.
- Select Download.
What you get: Same as above — the original file via signed URL.
3.3 From the OnlyOffice editor
Documents edited in OnlyOffice can also be downloaded via the OnlyOffice native toolbar (when download permissions are enabled). Supported formats depend on the document type (e.g. DOCX, PDF).
4️⃣ Excel Exports (.xlsx)
All Excel exports are generated client-side in your browser using the visible/filtered data. There is no server-side Excel export API — exports reflect exactly what you see in the current view, respecting your column configuration and active filters.
.xlsx files.4.1 Generic table / folder views
Where: Any table view (folders, document type modules) → Options menu → Export to Excel
What is exported:
- All currently filtered rows in the table
- Visible columns only (action/open columns are excluded)
- Localized field values in your current language
Filename pattern: {DocumentType}_export_{YYYY-MM-DD}.xlsx
Exit strategy use: Export each document type module separately to capture structured metadata (identifiers, properties, dates, linked items, etc.).
4.2 All Resources — document type summary
Where: All Resources view → header Export to excel
What is exported: Document type labels and document counts per type.
Filename: Document Types - {date/time}.xlsx
Exit strategy use: Quick inventory of what document types exist and how many records each contains.
4.3 Process Kanban / Workbench
Where: Process Kanban → toolbar Export
What is exported: Task cards including title, assignees, stage, checklist, workspace, linked risks, progress, deadline, timeline dates, and created date.
Filename: Workbench - {date-time}.xlsx
4.4 KPI exports
KPI Overview (Configuration)
Where: Configuration → KPI Overview → header Export
What is exported: Filtered KPI reading rows — name, type, dates, values, targets, document properties, and more.
Filename: KPI - KPI List - {date/time}.xlsx
KPI tab (document detail)
Where: Open a KPI document → KPI tab → Excel icon button
What is exported: KPI readings table with configurable visible columns. Rich HTML in description/measure fields is preserved in the Excel cells.
Filename: KPI - {document title} - {date-time}.xlsx
4.5 Risk exports
Risk tab (document detail)
Where: Open a risk document → Risk tab → Export excel
What is exported: Risk matrix readings — ID, title, impact, likelihood, scores, measures, dates, targets (column-configurable).
Filename: risk-data.xlsx
Risk Overview (Configuration)
Where: Configuration → Risk Overview → risk matrix table toolbar → Export Excel
What is exported: Portfolio risk matrix rows — ID, title, impact, likelihood, final result, dates, remaining work, measures, deadlines, document properties.
Filename: Risk Matrix - {title} - {date/time}.xlsx
4.6 Compliance Framework export
Where: Compliance → Frameworks → select a framework → header spreadsheet icon → Export Compliance framework
What is exported: All framework requirements:
- Requirement identifier
- Category
- Requirement name and description
- Status index
- Linked control names
- Evidence document names
- Related risk names
- Tags
Filename: Compliance - {date/time}.xlsx
4.7 Statement of Applicability (SoA) export
Where: Compliance → Frameworks → Show Statement of Applicability → toolbar → Export to Excel
What is exported:
Column | Content |
|---|---|
Control ID | Requirement identifier |
Control Name | Requirement title |
Description | Requirement description/guidance |
Applicability | Applicable / Not applicable |
Justification | Justification notes |
Implementation Status | Calculated status from linked controls |
References | Sorted IDs of linked controls and risks |
Filename: {FrameworkTitle}_Table_{timestamp}.xlsx
5️⃣ Print & PDF Exports
Most "PDF" exports in Brainframe use your browser's print dialog — select Save as PDF as the destination. Pop-up blockers must be allowed for these exports to work.
5.1 Document print
Where: Document detail → header menu → Print Document
What is exported: Full document content including revision blocks, linked SoA/framework rows, headers, and multilingual content.
Format: Browser print → Save as PDF
5.2 Compliance Framework print
Where: Compliance → Frameworks → framework header action menu
Two options:
- Print simple Compliance framework — list of all categories and requirements with applicability, identifier, name, linked control names, and evidence names.
- Print detailed Compliance framework — same as simple, plus radar charts and related risks per requirement.
Format: Browser print → Save as PDF
5.3 Statement of Applicability (SoA) print
Where: SoA view toolbar → Export to PDF (print)
What is exported: Full SoA table with applicability and implementation status badges, formatted for auditors.
Format: Browser print → Save as PDF
5.4 Report print exports
These export the current screen content as a printable report:
Report | Where | Content |
|---|---|---|
My Compliance Export Report | My Compliance dashboard header | Full compliance dashboard (risk reviews, tasks, missed items) |
Task Overview Export | Tasks view header Export button | Task management tables |
KPI Report | Document KPI tab | KPI tab content including charts |
Risk Report | Document Risk tab | Risk readings section (landscape layout) |
Risk Overview Export | Risk Overview header | Full risk portfolio view with chart images |
Asset Wizard Print Summary | Asset wizard final step | Wizard-generated asset summary |
Risk Assessment Wizard Print | Risk assessment wizard | Wizard-generated risk summary |
Format: Browser print → Save as PDF
6️⃣ Distribution Exports
Distributions are one of the most powerful tools for creating audit-ready offline snapshots of your compliance documentation.
6.1 Download attachments (ZIP)
Where: Distributions → open a distribution → toolbar → Download attachments
What is exported: All documents in the distribution that have an attached file (s3Path) — Word, Excel, PowerPoint, PDF, ZIP, and other uploaded formats — bundled into a single ZIP archive.
Filename: {DistributionTitle}-{date-time}.zip
Exit strategy use: Build a distribution containing all documents you need, then download attachments as a bulk file archive — without requiring workspace backup access.
6.2 Download as a single indexed PDF
Where: Distributions → open a distribution → toolbar → Download PDF
What is exported: The entire distribution rendered as a single indexed document:
- Cover page
- Table of contents
- All facts with revision blocks
- Labels and linked SoA data per fact
Format: Browser print popup → Save as PDF
💡 Pro tip: Schedule a periodic export of your audit distribution (e.g. quarterly) as an offline backup of your compliance evidence — even before planning a full exit.
6.3 External distribution access
Recipients of external distribution links can also download content:
Access type | URL pattern | Export option |
|---|---|---|
Generic distribution link |
| Download PDF |
Personal invite link |
| Print / PDF |
External document link |
| Download PDF |
These require a valid secure link token and optionally a password if configured.
7️⃣ Graph & Visual Exports (PNG)
Relationship and dependency graphs can be exported as PNG images for inclusion in reports or audit evidence.
View | Where | Filename |
|---|---|---|
Table graph view | Table view → Graph tab → Export Image |
|
Document collection graph | Document collection graph view → Export Image |
|
Dependencies module | Resources → Dependencies → toolbar Export Image | Dependencies graph PNG |
8️⃣ License Download
Where: Configuration → License Management → Download license
What is exported: License key text for a workspace stack.
Format: .txt file (stack_{timestamp}.txt)
9️⃣ Import Templates (Not Data Export)
The following downloads generate sample/template files to support import workflows — they do not export existing workspace data:
Template | Where | Output |
|---|---|---|
Bulk document import template | Folder → Bulk Create Documents |
|
Contact import template | Workspace Settings → Contacts import |
|
Framework requirement import template | Framework upload dialog |
|
🔟 Integration Export Limitations
Brainframe integrations (Jira, Confluence, Asana, Microsoft Defender, Intune, Aikido, SharePoint, etc.) support importing external data into Brainframe and syncing/updating linked records — but do not export data back to those external systems.
Recommended Exit Strategy Playbook
Follow this step-by-step approach to maximize data recovery before decommissioning a workspace:
Phase 1 — Full workspace snapshot
- Confirm workspace is licensed and you have admin access
- Navigate to Configuration → Backup
- Generate and download the most recent Ready backup ZIP
- Verify the ZIP contents on a local machine
Phase 2 — Structured metadata per module
- Export All Resources summary (document type inventory)
- For each document type folder/module: Options → Export to Excel
- Export Compliance Framework(s) to Excel (and print SoA to PDF)
- Export Risk Overview and KPI Overview to Excel
- Export Process Kanban / Workbench to Excel
- Export Tasks report (print to PDF)
- Export My Compliance report (print to PDF)
Phase 3 — Original files & audit packs
- Build an audit distribution containing all critical documents
- Download attachments (ZIP) for all file-backed documents
- Download PDF for the indexed distribution snapshot
- Download individual files for any documents not covered by the distribution ZIP
Phase 4 — Visual evidence
- Export Dependencies graph as PNG
- Export relevant collection graphs and table graphs as PNG
Phase 5 — External systems
- Export data from integrated systems (Jira, Defender, Intune, etc.) directly from those platforms
- Download license file if needed for workspace migration to another stack
Quick Reference — Where to Export What
Location | Export actions available |
|---|---|
Configuration → Backup | Generate + Download workspace ZIP backup |
Configuration → KPI Overview | Export Excel + print report |
Configuration → Risk Overview | Export Excel + print report |
Configuration → License Management | Download license (.txt) |
Document detail page | Print Document, Download file (if uploaded) |
Document KPI tab | Export Excel + Export Report (print) |
Document Risk tab | Export Excel + Export Report (print) |
Folder / table modules | Options → Export to Excel |
All Resources | Export to excel (type summary) |
Compliance → Frameworks | Print simple/detailed, Export Excel, SoA view |
Compliance → SoA view | Print to PDF, Export to Excel |
Distributions | Download attachments (ZIP), Download PDF |
Process Kanban | Toolbar Export (Excel) |
My Compliance | Export Report (print) |
Tasks | Export (print) |
Dependencies | Export Image (PNG) |
Graph views | Export Image (PNG) |
External distribution links | Download PDF |
Known Limitations
Limitation | Impact on exit planning |
|---|---|
No single "export all" button (except backup) | Must combine multiple export methods |
Excel exports are client-side and view-filtered | Export each module separately; apply no filters for full data |
No CSV or JSON workspace dump | Parse backup ZIP or use Excel exports for structured data |
Print/PDF requires browser pop-ups | Allow pop-ups before starting bulk print exports |
Integration data is import-only | Export from source systems separately |
Native Brainframe documents have no file download | Use Print Document or Distribution PDF |
Backup requires licensed workspace + admin | Plan early; verify access before exit deadline |
🎯 Visual Checklist
- Workspace backup ZIP downloaded and verified
- All document type modules exported to Excel
- Compliance framework(s) exported (Excel + SoA PDF)
- Risk and KPI data exported
- Audit distribution created with all critical documents
- Distribution attachments ZIP downloaded
- Distribution indexed PDF downloaded
- Individual uploaded files downloaded where needed
- Dependency/collection graphs exported as PNG
- External integration data exported from source systems
- License file downloaded (if migrating stack)
💡 Need help planning your exit? Contact your Brainframe account manager or support team. For audit readiness best practices, see also the Distributions guide and Compliance Frameworks guide.
Updated on: 30/07/2026
Thank you!