Exporting Data, Images, and Files

Export your data as a CSV or JSON file, and choose how to export your media

Written by Annie Gaston

Last published: June 11th, 2025

Table of Contents

Select Properties Media Media to Include Media Type to Export Basename Prefix for Exported Media Choose how your media file names will be titled. Media Data Select to include data associated with your media Repeating Data Export

We strongly believe that your data belongs to you, and you should always be free to access and retrieve it. Your data can easily be exported at any time by using the Export function in the Actions Menu. Data can currently be exported as a CSV file or as a JSON file, with plans to support exporting XML and HTML in the future. The file is emailed to you, so you can access and save it from any device.

Exporting data can be accomplished within a Folder, within a Profile, within a search result, and when you're at the main All Entries screen. To export data from within any of these areas:

  • Click on the Action Menu in the upper-right corner and select Export.

Select Properties

On the Export Setup page, first select the properties, or fields, that you would like to include in your export. Click All to quickly include all available fields. 

The default export file type is CSV, which can be opened as a text file or in multiple platforms, including Excel, Google Sheets, and Pages. Click the drop-down menu to export as a JSON file. 

Media

Choose if you'd like to include your media with your export, how you would like to export your media, and if you would like to export any associated data with it. If you are interested in only exporting your media, you still need to select at least one property above to include in your export. 

The Media section of the Export Setup page.

Media to Include

  • Primary Media — Your main image or file for an Entry.
  • All — All images and files uploaded for each Entry.

Media Type to Export

Select the size or type of your media you would like to export.

  • Original
  • Original as JPG
  • Large
  • Small
  • Thumbnail

Basename Prefix for Exported Media

Choose how your media file names will be titled.

  • CIT ID
  • Entry/Object ID
  • Name/Title
  • Original filename

Media Data

Select to include data associated with your media

  • Caption
  • Description
  • Media file size
  • Media content type

Repeating Data

The Repeating Data section is where you select what data to include when a field or section has multiple data references. Examples of repeating data can include condition (multiple conditions of an object noted over time), location (objects changing locations over time), or date (dates when an Entry has been updated).

The Repeating Data section of the Export Setup page.
  • Include the first or most recent data only.
    • If an object has moved multiple Locations (the “repeating data”), it will include only the most recent Location, where the object is presumably located.
    • If an object only has one Location listed, it will include that one Location.
  • Include all data.
    • If an object has moved multiple Locations, all Location data for that object will be included. 
  • Include the last or least recent data only.
    • If an object has moved multiple Locations, it will include its least recent Location, where the object was presumably first located.

Export

The Confirm export configuration screen provides an overview of your selections. If everything looks correct, select Export in the upper-right corner to complete the Export, or select Back to make any necessary changes.

The Confirm Export Configuration screen.

The export file will arrive shortly at the email that is associated with your CatalogIt user login. The email will include your downloadable CSV or JSON file, as well as a separate, zipped folder containing your media (if applicable).

The export email message from CatalogIt containing your exported file.

Questions or concerns? Please reach out to us at support@catalogit.app and we'll be happy to help!

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