--- id: CON-PFM-QRY-004 name: Export feature: FEAT-PFM-QRY-05 product_area: platform module: queries revision: 1 status: draft product_intent: confirmed implementation_evidence: partially-observed source_sha: services-platform: ad3f6a6582843008ed0f5a17b131878d15829af1 react-console: baf6dae382d6f41dce976c7f848667ccc37e076f definition: >- An export records the production of data or a presentation as a downloadable file; its related settings and schedules govern repeated delivery or a planned complete workspace package. owned_by: MOD-PFM-QRY synonyms: - Download - Scheduled delivery - Data export package not_to_be_confused_with: - Import and bulk-change work that writes application records - Monthly history retained within the service - A browser-generated workbook from a presentation kit facets: - name: Query export meaning: One complete question result is written to CSV or Excel. used_for: Continuing analysis in a spreadsheet. source: 'services-platform:docs/queries/exports-and-schedules.md' provenance: documented - name: Report export meaning: A requester’s report is rendered to PDF or a supported workbook. used_for: Preparing reports for circulation. source: 'services-platform:docs/queries/report-rendering.md' provenance: documented - name: Schedule meaning: A timetable executes a retained query copy or the current report using its owner’s access. used_for: Delivering recurring information automatically. source: 'services-platform:docs/queries/exports-and-schedules.md' provenance: documented - name: Recipient and delivery link meaning: A selected user or permitted external address receives a personal expiring file link. used_for: Distributing a run without attaching its file. source: 'services-platform:docs/queries/exports-and-schedules.md' provenance: documented - name: Run history meaning: 'The execution trail connects trigger, acting person, file and recipient outcomes.' used_for: Checking what ran and whether delivery succeeded. source: 'services-platform:docs/queries/exports-and-schedules.md' provenance: documented - name: Workspace data export meaning: >- The planned complete package has workspace settings, destinations, execution records and declared coverage. used_for: Supporting customer-controlled data portability. source: 'services-platform:docs/data-exports.md' provenance: documented - name: Retention meaning: Files and planned packages have configured availability periods. used_for: Limiting how long generated copies remain accessible. source: 'services-platform:docs/queries/exports-and-schedules.md' provenance: documented relationships: - to: CON-PFM-QRY-002 statement: 'Query exports preserve a run, while query schedules retain their source definition.' provenance: documented source: >- services-platform:docs/migrations/query-scheduling-exports/README.md#D1. One execution path for interactive, exported and scheduled queries - to: CON-PFM-QRY-003 statement: 'Report files render as the acting person, and report schedules use the current presentation.' provenance: documented source: 'services-platform:docs/queries/exports-and-schedules.md#Report schedules' lifecycle: - state: queued meaning: The request waits for processing. how_it_changes: A worker begins file production or rendering. - state: running meaning: The file is being produced. how_it_changes: Processing records either a completed file or a failure reason. - state: succeeded meaning: A completed file can be downloaded. how_it_changes: Its availability ends at the retained expiry. - state: failed or expired meaning: Production has failed or file availability has ended. how_it_changes: A new request is needed for another file. acted_on_by: - CAP-PFM-QRY-013 - CAP-PFM-QRY-014 - CAP-PFM-QRY-015 - CAP-PFM-QRY-018 visible_to: - ACT-PFM-013 - ACT-PFM-007 - ACT-PFM-015 - ACT-PFM-012 evidence: - 'Pinned reference: services-platform:docs/migrations/query-scheduling-exports/README.md' - 'Pinned reference: services-platform:docs/queries/exports-and-schedules.md' supersedes: [] origin: >- services-platform:docs/migrations/query-scheduling-exports/README.md#D9. Exports: two formats, independent heading and description options intent_sources: - >- services-platform:docs/migrations/query-scheduling-exports/README.md#D9. Exports: two formats, independent heading and description options --- # Export ## What It Is An export is the retained record of producing information as a file. For an everyday question, it means writing the complete result to CSV or Excel rather than reading one page on screen. For a report, it means rendering the presentation to PDF or a supported workbook. A schedule adds a timetable and recipients so that file production and delivery can happen without someone remembering to request each run. The broadest planned form is the complete workspace data package. That form has its own settings, destinations, coverage declarations and execution history. Its foundation currently accepts requests and records them, but completed package generation and delivery remain unfinished. This distinction is part of the product description, because a queued execution does not establish that an administrator can already retrieve all the organization’s data. Each export has an identity independent of its source query or report. It records the request and eventual result, including file availability. A completed file can remain useful after its source presentation is deleted. ## What It Is Not An export does not update the source records or import new records. Those outcomes belong to other data-management work. Monthly snapshots retain application history inside Rhythm and serve a different purpose. Some report downloads are created directly by the browser; those are separate from Platform’s rendering record. File delivery also deserves its own access discussion: a personal link enables a recipient to retrieve the generated copy even though query generation checked the acting person’s access. ## How It Is Used Staff export results for spreadsheet work and prepare report files for colleagues. A person requesting production must be permitted to execute its source. Workers recheck access before generating the file. Scheduled work refreshes the owner’s access, while Run Now follows the person pressing the action. Lost access can stop delivery and pause responsibility until a manager takes over. Recipients receive separate messages and links. Run history helps an administrator distinguish a failed source execution from a missing or skipped recipient. A retry must avoid sending the same run to the same person again. Retained files, short-lived storage redirects and personal delivery links have different expiry periods. ## Its Facets **Query export.** The writer consumes the full result in its declared order and preserves useful value types and safe spreadsheet text. **Report export.** A controlled browser renders the console print page with the requester’s access and bounded file production. **Schedule.** Query schedules retain a source copy; report schedules render the current report. Timetable, template and ownership explain what unattended work does. **Recipient and delivery link.** Users and permitted outside addresses receive personal links, with current recipient membership checked before retrieval. **Run history.** Execution and delivery outcomes provide an accountable record of what happened rather than only the next scheduled time. **Workspace data export.** Dedicated administration protects broad portability and records destination widening. The complete package remains a delivery objective beyond the implemented admission foundation. **Retention.** Generated query and report files remain for thirty days. Workspace package settings permit shorter configured retention. ## How It Relates Queries and reports define sources. Communications owns templates and message submission. Security provides refreshed access, integrations own destination connections and licensing supplies future package allowances. Export dependencies also help explain why deleting a report and deleting its completed file are different actions. ## What It Could Become The product should finish the already decided package controls, including recent authentication and workspace allowances, before treating complete portability as available. A personal recent-export list is another possible extension. Any new delivery format should retain accountable execution, explicit expiry and recipient-specific access.