Data export and import - ZIP and CSV #

Export and import are available. Choose ZIP for a package of one Dataset. Choose CSV to copy records into an existing Dataset or work with records in a spreadsheet.

Where to find each function #

Record CSV and Dataset ZIP preserve both the number and the count type. The optional quantity_mode column accepts exact, estimated, many and unknown. The last two require an empty numeric count. Older files without this column remain supported: positive numbers mean Exact, empty or zero counts mean Not determined. EntomoLabels export writes a number only for Exact; other states are included in the exported Notes without changing your original Notes. iNaturalist publication does not send the count.

Dataset means a selected working collection, such as an expedition. It is not the user's entire private SQLite storage.

Settings: one Dataset as ZIP #

1. Open Settings - Export / import / backup.
2. Under Complete Dataset, choose the Dataset and export it. This route requires a connected Google Drive.
3. Open the resulting file in Google Drive or download the ZIP. The server download link remains available for 24 hours.
4. To import, choose Import Dataset ZIP, select the ZIP and request its preview.
5. Check the name and scope. If no existing identity is recognised, the application offers to create a new Dataset. If a matching identity exists, it offers replacement and requires the confirmation phrase NADPISZ DATASET shown by the current ZIP form.

ZIP replacement replaces the recognised Dataset's active records with the package contents. Use CSV to append a few records to another collection. Do not extract and separately import records.csv from a ZIP: it belongs to the package and uses a different contract from standalone record CSV exports.

ZIP contains media references, not photo files. The package is not a backup of all Google Drive files and does not grant access to someone else's media.

User data reports #

In reports, you can select one Dataset or explicitly include all Datasets.

1. Open Data reports.
2. Select a Dataset in the report/export scope and apply it. The all-available-Datasets option combines your records from accessible collections, not every user's data.
3. Open Records, set search and filters, then export the current records to CSV. All matching pages are included.
4. Open Import CSV records, select the target Dataset and downloaded CSV, then follow the common import steps below.

Use the Records tab export for record import. CSV from Species, Media or Sites is a report table, not a record-import file.

My records: selected records or all filtered results #

1. Open My records and choose the Dataset and filters.
2. Select individual records or use Select visible. This selects the current page, not every result page.
3. Choose Actions → Export, enter a filename and confirm OK. Open the completed file in Google Drive and download it.
4. To export all matching records, use Download CSV of all filtered results instead of selecting records.
5. In either case, open Import CSV records, select the target Dataset, upload the file and review the preview.

EntomoLabels in Actions is a separate label-production export. Use ordinary Export to copy records between Datasets.

CSV import: common steps for all three locations #

1. Open Records → Import CSV records or the CSV import link under Settings → Export Data.
2. Choose the target Dataset, where you must have permission to add records. Select the CSV and request the preview.
3. Check the count, source and target. All records go into one target. A file exported from several Datasets combines those records in that one Dataset.
4. Optionally select proposed site, visit or plant links individually or in bulk. These are not required. Selecting a visit also selects its site; import does not create sites, visits or plants.
5. Click Import new records (…) into: …. This button confirms the import; no additional mandatory consent boxes are needed.

CSV import always creates new records. It does not update existing records or remove originals. Repeating an import may create duplicates. You can run Duplicate check in the selected Dataset afterwards.

The preview names the observer linked to your account, who will be assigned to the new records. CSV import does not include photos or iNaturalist links, and does not publish anything there. New records are visible by default; after import, the owner can make them Hidden. Non-empty custom fields need compatible definitions in the target; conflicts are reported before saving.

If the preview reports a problem #

• Fresh record exports from Reports and Actions include importer metadata, including the time zone. Do not remove or rename technical columns.
• Files downloaded before an update may lack a time zone or life stage. Supply the requested information, then recheck without uploading again. A zone such as Europe/Warsaw also accepts spaces around the slash. Do not guess the time zone of data with unknown origins.
• Downloading a fresh export is usually simplest. Import limits are 10 MiB and 10,000 records. Resolve preview errors before saving.
• If an import was interrupted or its result is uncertain, do not retry under a different filename; contact the administrator.

Export versus a full SQLite backup #

A full SQLite backup covers the user's entire private storage, including all Datasets stored there. Selecting one working collection does not narrow that backup. Restoring it is separate from Dataset ZIP import and record CSV import. Do not upload a SQLite file to either import form.

Related topics #

• Datasets
• Dataset ZIP export
• Reports and SQLite viewer
• Record export and duplicate checks