Exporting Data

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

Written by Annie Gaston

Last published: October 22nd, 2026

Table of Contents

Exporting Data Selecting Properties Export File Types Exporting Media Media to Include Media Type to Export Basename Prefix for Exported Media Media Data Repeating Data First or Most Recent Data Only All Data Last or Least Recent Data Only Confirming and Running the Export Need Help?

Exporting Data

CatalogIt allows you to export your data at any time. Data can currently be exported as a CSV or JSON file. Export files are delivered to the email address associated with your CatalogIt user login.

Exports can be created from:

  • All Entries
  • A Folder
  • Search results within All Entries or a Folder
  • Profiles

To begin an export, navigate to one of the pages listed above, open the Actions Menu, and select Export.

 

Selecting Properties

The first step in the Export Setup process is selecting the properties, or fields, you would like to include in your export.

  • Select individual properties as needed.
  • Select All to include all available properties.

 

Export File Types

CatalogIt supports two export formats:

  • CSV
  • JSON

CSV is the default export format and can be opened in applications such as Microsoft Excel, Google Sheets, and Apple Numbers. To switch from one format to the other, click the dropdown menu pictured below.

A view of the Select Properties screen, as well as the dropdown to change your Export from CSV to JSON format.

 

 

Exporting Media

The Media section allows you to include media files in your export and configure how they will be exported.

If you are exporting media only, you must still select at least one property in the Properties section.

The Media section of the Export Setup page.

Media to Include

Choose which media files to export:

  • Primary Media — Exports only the primary media file for each Entry.
  • All — Exports all media files associated with each Entry.

Media Type to Export

Choose the version of the media to export:

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

Basename Prefix for Exported Media

Choose how exported media files will be named:

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

Media Data

You can also include metadata associated with exported media:

  • Caption
  • Description
  • Media File Size
  • Media Content Type

 

Repeating Data

Some CatalogIt fields can contain multiple values over time. Examples include Locations, Conditions, and Dates.

The Repeating Data section determines which of those values are included in the export.

The Repeating Data section of the Export Setup page.

First or Most Recent Data Only

Exports only the most recent value.

For example, if an Entry has multiple Location records, only the current Location will be included.

All Data

Exports every value stored in the repeating field.

For example, if an Entry has multiple Location records, all Locations will be included.

Last or Least Recent Data Only

Exports only the oldest value.

For example, if an Entry has multiple Location records, only the earliest Location will be included.

 

Confirming and Running the Export

The Confirm Export Configuration screen displays a summary of your export settings.

Review your selections and then:

  • Select Export to begin the export.
  • Select Back to modify your settings.
The Confirm Export Configuration screen.

Once the export is complete, an email will be sent to the email address associated with your CatalogIt account.

The email will include:

  • Your exported CSV or JSON file.
  • A separate ZIP file containing exported media, if media was included in the export.
The export email message from CatalogIt containing your exported file.

 

Need Help?

If you have questions about exporting your data, please contact [email protected].

 

 

 

 

 

 

 

 

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