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# 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.

| 📌 **Important:** There is no single "Export entire workspace to Excel" button. A complete exit strategy typically combines **workspace backup (ZIP)** with **targeted Excel/print exports** per module and **individual file downloads**.

---

## 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

1. Navigate to **Configuration → Backup**.
2. Review the list of available backup snapshots (sorted by date, newest first).
3. For a backup with status **Ready**:
* Click **Download backup** — opens a signed download URL in a new browser tab.
4. 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.

| 📌 For exit planning, download the most recent **Ready** backup before decommissioning the workspace.

> 💡 **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

1. Open any document that has an attached file.
2. Click the **overflow menu** (three dots) in the document header.
3. Select **Download**.

**What you get:** The original uploaded file (DOCX, XLSX, PDF, PPT, etc.).

### 3.2 From a folder table view

1. Navigate to the folder containing the document.
2. Click the **row actions menu** (three dots) on the document row.
3. 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).

| 📌 Documents created as **Brainframe-native content** (rich text, markdown, forms) do not have a separate file download — use **Print Document** (section 5) or include them in a **Distribution PDF** (section 6) instead.

---

## 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.

| 📌 No native **CSV export** is available. All tabular exports produce `.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`

| 📌 This export can be **re-imported** into a new workspace using the **Import Excel** framework creation option — useful for migrating framework structure (linked controls, evidence, and risks are not included in import).

---

### 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.

| 📌 These exports produce human-readable documents suitable for auditors and stakeholders, but are **not automated bulk exports**.

### 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](https://docs.brainframe.com/en/article/distributions-1f1x6ax/) 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

| 📌 This is the recommended approach for creating a **self-contained audit evidence pack** that works offline and independent of system availability.

> 💡 **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** | `/distributionDetails?secureLink=…` | **Download PDF** |
| **Personal invite link** | `/document?secureLink=…` | Print / PDF |
| **External document link** | `/documentDetails?secureLink=…` | **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** | `Table Graph - {module}.png` |
| **Document collection graph** | Document collection graph view → **Export Image** | `Document Collection - {title}.png` |
| **Dependencies module** | Resources → Dependencies → toolbar **Export Image** | Dependencies graph PNG |

| 📌 Reposition and arrange graph items for clarity **before** exporting — the image captures the current layout only.

---

## 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`)

| 📌 This is for license administration, not workspace data export.

---

## 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 | `DocumentImport.xlsx` |
| Contact import template | Workspace Settings → Contacts import | `sample_template.xlsx` |
| Framework requirement import template | Framework upload dialog | `sample_template.xlsx` |

---

## 🔟 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.

| 📌 When exiting Brainframe, plan to export integration-linked data directly from the source systems (Jira, Azure, etc.) in parallel with your Brainframe exports.

---

## 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](https://docs.brainframe.com/en/article/distributions-1f1x6ax/) and [Compliance Frameworks guide](https://docs.brainframe.com/en/article/compliance-frameworks-1mq2uoa/).