System Export

The System Export feature generates a complete export package containing all EQMS data. Use it for system migration, regulatory backup, or disaster recovery.

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Generate an export package

1. On the left sidebar, select Admin.

2. Navigate to the System Export section.

3. Configure the export options:

   Option	Default	Description
   Include file attachments	Enabled	Includes document files and evidence attachments. Increases export file size.
   Include audit trail	Enabled	Includes the complete audit log history for compliance purposes.

4. Select Generate Export Package.

5. Wait for the export to complete — a progress indicator is shown during generation.

6. Once ready, select Download Export Package to save the file.

Note

All core entity records (Users, Groups, Documents, Deviations, CAPAs, Training Records, Audit Trail) are always included. The checkboxes control supplementary data (file attachments and audit logs) only.

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Review export results

After a successful export, the results card shows:

• File size of the generated package
• Total records exported across all entities
• SHA-256 checksum for verifying file integrity after download
• Entity breakdown with counts per entity type

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Download or delete a previous export

1. On the System Export page, scroll to the Export History section.
2. For each past export, the list shows the file name, generation timestamp, and file size.
3. Select Download to download the export file again.
4. Select Delete to remove the export from the server.
5. In the confirmation dialog, confirm the deletion.

Caution

Deleting an export is permanent. Make sure you have downloaded and stored the file before removing it from the system.

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Export from individual modules

Each module (Deviations, CAPAs, Documents, Training, Audits) provides an inline Export button on its list page.

Export module data

1. On any module list page, select the Export button.
2. In the export modal, select an Export Format:
   • PDF Document — best for reports and presentations
   • CSV File — best for data import/export
   • Excel Spreadsheet — best for data analysis and manipulation
3. Review the applied filters displayed in the modal (if any filters are active on the list).
4. Select Export to download the file.
5. Select Cancel to close the modal without exporting.

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Practical example: Exporting data for a regulatory audit

Scenario: An FDA auditor requests a complete set of deviation records and CAPA effectiveness data for the past 12 months as part of a pre-approval inspection for a Class III medical device.

1. Navigate to Admin > System Export.
2. Enable both Include file attachments (to include investigation reports and evidence photos) and Include audit trail (required to demonstrate 21 CFR Part 11 compliance).
3. Select Generate Export Package. Wait for the progress indicator to complete.
4. Review the export results: 1,247 total records, 312 MB file size. Note the SHA-256 checksum — provide this to the auditor so they can verify the export has not been modified after generation.
5. Select Download Export Package and save it to a secure, access-controlled location.
6. For a focused data set, also export from individual modules:
   • Go to the Deviations list page. Filter by date range (last 12 months) and select Export > Excel Spreadsheet. This gives the auditor a sortable spreadsheet of all deviations with root causes, classifications, and closure dates.
   • Go to the CAPAs list page. Apply the same date filter and export as PDF Document for a formatted report showing CAPA plans, action items, and effectiveness review outcomes.
7. Organize the exports into a folder structure (Full System Export, Deviations Summary, CAPA Report) and provide them to the auditor via your organization’s secure file transfer method.

The SHA-256 checksum on the full export package serves as proof of data integrity, which auditors may verify to confirm records have not been altered after extraction.