Data export

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of Data Export

    The Data Export feature in ServiceNow allows users to export data in multiple formats, catering to various needs whether it be for individual records or multiple entries. This functionality is crucial for efficient data management and reporting.

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    Key Features

    • Export individual records to PDF or XML directly from a form.
    • Export multiple records from a list to formats such as CSV, Excel, PDF, XML, or Google Sheets.
    • Utilize a URL with optional parameters to export multiple records from a table.
    • Export data via web services requests (REST or SOAP) for automation purposes.
    • Create export sets to push data to external files.

    Associated Roles

    • PDF export is available to all users; XML is restricted to admin users.
    • Excel, CSV, JSON, and PDF exports from lists are accessible to all users; XML and Export Set options are for users with specific roles (exportsetadmin or admin).

    Export Formats

    ServiceNow supports various export formats:

    • CSV: Exports table records as a comma-separated value text file.
    • Excel: Exports records as a Microsoft Excel spreadsheet.
    • XML: Exports records as an XML document, excluding image field data.
    • PDF: Exports records as a Portable Document Format file, with considerations for language rendering.
    • JSON: Exports records as a JSON string.

    Column Headers

    The format chosen for export affects how column headers are presented:

    • Excel: Displays column labels.
    • PDF: Displays column labels.
    • CSV: Uses database field names.
    • XML: Uses database field names.
    • JSON: Uses database field names.

    Export data from the ServiceNow AI Platform in a variety of formats.

    Key benefits

    • Export an individual record to a PDF or XML file directly from a form. See Export data from a record.
    • Export multiple records to a CSV, Excel, PDF, XML, or Google Sheets file directly from a list. See Export data from a list.
    • Export multiple records from a table using the CSV, Excel, PDF, or XML processor in a URL with optional parameters. See Export directly from a URL.
    You can also export data from your instance using the following options:
    • Export multiple records from a table via a web services request. For example, you can create an external application or process to automate the retrieval of data from an instance via web services such as REST or SOAP. For more information, see Web services.
    • Push all the data that you want to export to an external file by creating an export set. For more information, see Export sets.

    Associated roles

    You can export form data to PDF or XML, depending on your role.
    • The PDF options are available to all users.
    • The XML option is only available to users with the admin role.
    You can export records in a list to Excel, CSV, XML, JSON, PDF, or an Export Set depending on your role.
    • The Excel, CSV, JSON, and PDF options are available to all users.
    • The XML option is only available to users with the admin role.
    • The Export Set option is only available to users with the export_set_admin or admin role.

    Export formats

    Table 1. Available export formats
    Export format Description
    CSV

    Export table records as a comma-separated value text file. Use this option to export the currently displayed fields in the list or form as a text file. Configure the list or form to add or remove fields from the export. When exported to CSV, dot-walked fields appear using their full field name, such as u_assignment_group.parent.

    Note:
    By default, ServiceNow exports all CSV files in Windows-1252 encoding. If you need to export translated data, set the glide.export.csv.charset system property to UTF-8.
    Excel Export table records as a Microsoft Excel spreadsheet. Use this option to export the currently displayed fields in the list or form as an Excel spreadsheet. Configure the list or form to add or remove fields from the export.
    XML Export table records as an XML document. Use this option to export all data from a table or all data for a particular record. The XML file has an XML element for each column in the table. See Exporting and importing data via XML.
    Note:
    Image field data is not preserved when exporting to XML.
    PDF

    Export table records as a Portable Document Format file. Use this option to export the currently displayed fields in the list or form as a PDF file. Configure the list or form to add or remove fields from the export.

    Note:
    The PDF export processor prints data from left-to-right, which can produce rendering errors when displaying right-to-left language data.
    JSON Export the table records as a JSON string. The JSON file has an element for each column in the table.

    Column headers

    The file type you export to, such as CSV or PDF, determines how column headers are exported. In general, formats meant for human consumption such as PDF display the column label, whereas formats meant for machine use, such as CSV, use the database field_name.
    Table 2. Header format by file type
    File type Column header format
    Excel Label
    PDF Label
    CSV field_name
    XML field_name
    JSON field_name