Experiences Support

Understanding: Different ways to export Entry data

With such focus on the collection of zero-party data in the age of privacy, we want to ensure that you are familiar with all of the ways you can export the personal data and preferences you collect from your experiences in a secure way and efficiently use them for further marketing purposes such as personalised email marketing communication. 

This guide also covers recent and upcoming changes to our export formats and the Export API and we encourage you to review these and discuss them with your CSM if you have any questions.

1. Performing a manual export

An experience export allows users with relevant permissions (Admin or PII Data Viewer) to download all the collected user data from an experience into a CSV file. This file format can then be imported into a variety of spreadsheet applications for further use. As mentioned, this option is not available to all users, see here for details.

  1. From the left hand navigation area under Content and Reports, click d Export.
  2. Click Export all.
    It will take anywhere between a few seconds to an hour to perform an export, depending on the amount of entry data received. For larger exports you will receive an email with a link to download, this means you don't have to wait for the action to complete.
    If no export is available on a newly published experience, you may need to wait up to an hour for the data to first become available.
  3. Make a note of the displayed Password. This will be required to access the resulting export file and it will only be displayed once. If you leave this section and forget to make a note of this, you will need to perform a new export.
  4. Once complete, click Download, to download the CSV file.
    It's possible download the previous export by clicking on the option in the bottom left text starting with the phrase Generated on <date><time>.
  5. If you intend to view the CSV export in Excel, see this article on how to import the data correctly.

We will be simplifying the export format, removing fields that are no longer in use and we have also renamed certain fields that you may be used to seeing on your exports. This article provides a detailed explanation of each column that you may encounter on a standard export.

2. Setting up a Cloud Bucket push (AWS)

If your system requires batch files, the Experiences platform can push an export to a cloud bucket in AWS. The export format is the same as the REST API, and can be pushed daily, weekly or monthly during the campaign or once the experience has ended. This can also include the uploaded UGC (Specific experience types only) at the same intervals as the export.

Please note only secure cloud buckets are supported (scp/sftp/ftp are not supported for security reasons). Please contact your CSM if you would like to explore this option further. 

If you are already using this service, there are some upcoming changes worth noting:

  • Moving forward, all the fields will be optional and you will be able to decide which fields will be included in the export.
  • Exports can be generated daily, weekly or monthly.

3. Using the Export REST API

The Experiences Export REST API provides a mechanism for retrieving entry data from experiences on demand. It allows you to export entries from a single campaign or across all campaigns at the same time. You may retrieve all entries as a one-off export or specify a time-window so that you can re-run the export on a regular basis (e.g. to support daily retrieval). Finally, you can choose to retrieve a high-level export including only common entry fields or a full export, with all custom or experience-specific fields included.

Please review the Export API Technical Documentation for further details. If you are already using the Export REST API, there are some upcoming changes worth noting. We will provide new API documentation shortly, but please see summary of the key changes below:

  • New URL Endpoint;
  • Updated format; 
  • Removed and renamed parameters.

Note that there will be a transition period during which both the existing and new Export APIs are available to help you migrate any existing integrations. More details will be announced shortly.

4. Pushing data in a real-time via webhook 

This option automatically sends entry data to other systems within your organisation (e.g. an email marketing platform) via a push mechanism or, more specifically, a secure HTTP post.

To enable such an integration, you will need to provide us with a secure HTTP endpoint we can send data to, together with details of how to authenticate (e.g. using a secret key). The URL will need to accept a number of parameters which correspond to the entry data available. Normally, a customer will list a set of common fields that should be sent whenever a form submission includes them. 

Once we have the above information, we will setup the integration in your account, and all campaign entries will then automatically be sent via secure HTTP post to the URL provided. Note that this will happen in real-time as the campaign is in progress, and therefore your data capture service should be able to support the volume of entries and the rate of entry you would expect to receive.

This method of integration is highly recommended, as it allows entries to be pushed to you immediately and automatically. Please contact your CSM if you would like to investigate this option further.

5. Custom data integration

If none of the options above match your exact needs, please contact your Customer Success Manager to discuss options for custom data integrations. We will set up a discussion with a Project Manager to understand your use-case and prepare an estimate for the level of effort and investment involved.