Downloading Data Using the Data Exporter Tool / SQL Export Tool

Modified on Tue, 6 May at 8:30 AM

In this article:



Actionstep has a SQL Data export tool that can be used to download a simplified schema containing views of the data that would be most useful for business intelligence purposes. The simplified schema and data can be securely downloaded as a SQL file in Microsoft SQL-Server, Azure SQL, or PostgreSQL formats. These files can be run against local or hosted database servers managed by you or your Actionstep certified consultant. 




Connecting the Data Exporter


To activate the service:

  1. In Actionstep, go to Admin > Integrations. The Integrations page appears.
  2. In the Actionstep Daily Data Export section, click Connect with DataExporter. 
  3. When prompted, accept the subscription update by clicking I accept the change to my subscription. 
  4. Complete the fields on the form that appears by configuring the database format and setting a password to secure the downloaded file. 
  5. Click Save to save your changes and enable the export.


Once you confirm the subscription changes, an email notification will be automatically sent to our accounts team to apply the monthly charge to your account. 


Additionally, once activated, a Download link will become available on this page once the nightly backup process has completed and the file has been generated. The file is updated every 24 hours with the latest data.






Using the Exporter 


To use the Exporter:

  1. In Actionstep, go to Admin > Integrations > Actionstep Reporting Data Exporter. The Reporting Data Exporter Setup page appears only after connecting and accepting the charge.
  2. Click the SQL file format drop-down list and choose your SQL format. 
  3. In the ZIP file password field, enter the password that should be used to access the exported ZIP file. 
  4. Click Save


Once downloaded, you or a certified consulting partner can refresh the local copy of the data by executing the SQL file in your database server. The file will automatically drop and recreate any required database tables. 


NOTE:  The Download link will change each time you update the page..




Disabling the Data Exporter


To disable the service:

  1. In Actionstep, go to Admin > Integrations. The Integrations page appears.
  2. In the Actionstep Daily Data Export section, click Manage. The Reporting Data Exporter Setup page appears.
  3. Toggle the Enable option to off. A a confirmation prompt with a warning and additional information is displayed. 
  4. Select the required checkbox and click Save to save your changes.


An email notification will be sent to the Actionstep Accounts team to remove the monthly charge from your account.




Understanding the File Contents 

The download file will consist of table drop/create statements and commands to load the data into the tables. Currently, the following tables are included in the extract (more may be added if needed): 


TableColumns
action_participant_custom_data_values
  • action_id
  • division_id
  • action_name
  • participant_id
  • is_company
  • display_name
  • participant_type_id
  • participant_type_name
  • field_name
  • field_value
action_participants
  • action_id
  • division_id
  • action_name
  • participant_type_id
  • participant_type_name
  • participant_number
  • participant_id
  • display_name

actions
  • action_id
  • division_id
  • action_name
  • action_type_id
  • action_type_name
  • action_status
  • file_reference
  • date_created
  • current_step
  • current_step_duration
  • last_activity
  • assigned_to_participant_id
  • assigned_to_participant_name
  • probability
  • expected_sale_date
  • expected_sale_amount
  • currency_code
  • sale_status
  • actual_sale_date
  • actual_sale_amount
  • marketing_medium_id
  • marketing_event_id
action_types
  • action_type_id
  • action_type_name
  • description
  • disabled
  • is_billable
applied_payments
  • payment_id
  • sale_purchase_id
  • amount_applied
  • credit_id
  • credit_applied_date
  • write_off_amount
client_billing_invoice_allocations
  • gl_allocation_id
  • ac_account_id
  • sale_purchase_id
  • division_id
  • entry_type
  • participant_id
  • display_name
  • action_id
  • action_name
  • amount
  • source
  • payment_id
  • payment_date
  • payment_type
  • notes

client_billing_invoices
  • sale_purchase_id
  • division_id
  • our_reference
  • sale_purchase_date
  • payment_due_date
  • action_id
  • action_name
  • invoice_status
  • approval_status
  • currency_code
  • total_inclusive
  • total_exclusive
  • fee_discount_type
  • fee_discount_percentage
  • fee_discount_amount
  • consolidation_id
client_draft_invoices
  • sale_purchase_id
  • division_id
  • our_reference
  • sale_purchase_date
  • payment_due_date
  • action_id
  • action_name
  • invoice_status
  • approval_status
  • currency_code
  • total_inclusive
  • total_exclusive
  • fee_discount_type
  • fee_discount_percentage
  • fee_discount_amount

contacts
  • participant_id
  • is_company
  • division_id
  • first_name
  • last_name
  • company_name
  • display_name
  • occupation
  • city
  • state_province
  • post_code
  • country_id
  • e_mail
  • tax_number
  • mailing_address_line_1
  • mailing_address_line_2
  • phone_1
disbursement_entries
  • disbursement_id
  • template_id
  • template_description
  • action_id
  • disbursement_date
  • description
  • quantity
  • uom_id
  • uom_description
  • unit_price
  • unit_price_includes_tax
  • gst_code_id
  • gst_percentage
  • gst_description
  • sale_purchase_id
  • sale_invoice_line_item_id
  • entered_by_participant_id
  • entered_timestamp
  • utbms_expense_code
divisions
  • division_id
  • division_name
  • parent_division_id
  • department_of_division_id
  • participant_id
  • is_active
  • gst_months_in_period
  • gst_accounting_method
  • invoice_accounting_method
  • cash_accounting_method_natural_allocation_order

participant_custom_data_values
  • participant_id
  • is_company
  • display_name
  • participant_type_id
  • participant_type_name
  • field_name
  • field_value
participant_kpis
  • participant_id
  • last_name
  • first_name
  • year
  • month
  • actual_hours
  • billable_hours
  • total_sales
participant_relationships
  • from_participant_id
  • from_name
  • to_participant_id
  • to_name
  • relationship
participant_types
  • participant_type_id
  • participant_type_name
  • description
  • company_flag_value
  • tax_number_alias
related_actions
  • action_id
  • related_action_id
  • created_by_participant_id
  • created_timestamp
systemusers
  • participant_id
  • is_company
  • first_name
  • last_name
  • company_name
  • display_name
  • occupation
  • city
  • state_province
  • post_code
  • country_id
  • system_role_id
  • system_role_name
  • description
time_entries
  • time_entry_id
  • timekeeper_participant_id
  • timekeeper
  • division_id
  • timesheet_date
  • action_id
  • action_name
  • action_type_id
  • action_type_name
  • is_billable
  • actual_hours
  • billable_hours
  • utbms_activity_code
  • utbms_task_code
  • utbms_timekeeper_code
  • rate_id
  • rate_name
  • rate_unit_price
  • rate_source
  • billable_amount
  • sale_purchase_id
  • description
  • billing_behavior
  • quick_code
  • quick_code_description
  • is_written_off
  • write_off_metadata
trust_receive_interests
  • entry_number 
  • transaction_id 
  • transaction_date 
  • trust_account_number 
  • trust_account_name 
  • entered_date 
  • date_banked 
  • net_amount    
  • tax_deduction 
  • administration_fee 
trust_receipts
  • entry_number 
  • trust_account_number 
  • trust_account_name 
  • associated_participant_id 
  • associated_participant_other 
  • action_id 
  • action_memo 
  • action_amount 
  • transaction_id 
  • transaction_date 
  • payment_received_date 
  • received_from_address 
  • entered_by_participant_id 
  • entered_by_timestamp 
  • journal_memo 
  • payment_method 
trust_payments
  • entry_number 
  • transaction_id 
  • transaction_date 
  • trust_account_number 
  • trust_account_name 
  • associated_participant_id 
  • associated_participant_other 
  • amount 
  • total_amount 
  • entry_by_timestamp 
  • date_banked 
  • payment_method 
  • requested_by_participant_id 
  • authorized_by_participant_id 

dc_{A}_{B}

 

Note: An additional table will be created for each matter custom data collection that contains all its values.

  • record_id
  • action_id
  • acheckbox
  • anotherfruit
  • appointment
  • Datetimefield
  • mydate
  • test
  • test_html
  • TestLinkedParticipant


NOTE:  Deleted and Restricted records will not be included in the exported data. 




Cost

The data extract process consumes additional system resources (and cost) for processing power, data storage, and download bandwidth. This service is therefore offered as an optional extra and will be added to clients’ monthly bill from Actionstep. The cost is $99/£99 per firm (not per user) per month. 

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