Scheduled exports help you share and store data from Tribe automatically, without manual work. They are useful when you need regular data updates for reporting, backups, or external systems. You might use scheduled exports to send files to an SFTP server or save them directly in Tribe. By following this guide, you will learn how to set up, customise, and manage scheduled exports using automations.
Table Of Contents
What Does A Scheduled Export Do?
Who Can Create Scheduled Exports?
Exporting A View To An SFTP Server
Creating A Custom Export Definition In An Automation
Saving An Exported View As A File In Tribe
Quick Summary
What Does A Scheduled Export Do?
A scheduled export automatically generates a file from a list view at a set time interval, such as weekly or monthly. The export uses the columns and filters defined in the view, ensuring consistent data output.
Scheduled exports are managed using Automations. These allow Tribe to run the export at the chosen time without any manual action.
Who Can Create Scheduled Exports?
Only administrators can create and manage scheduled exports. Users with sufficient rights can manually export views, but automations require administrator access.
Exporting A View To An SFTP Server
This option sends your exported data directly to an external SFTP server.
Step-By-Step Instructions
Navigate to the relevant entity, such as Subscriptions.
Create a new automation with a time trigger, such as Weekly or Monthly.
Enter the required trigger settings.
Add the Upload File In SFTP Server action.
Enter the required server details, such as Host and Port.
Click the Pen Icon next to File.
Select Export Query To File.
Choose the entity you want to export, such as Subscription, and close the picker.
Under Use View, select the required view.
Review the automatically added columns and filters.
Edit the default file name if needed.
Click Save.
The export will now run automatically at the selected time.
Note: When you use a view in an automation, the columns are copied once. The view itself is not linked to the automation. If you change the selected view, the columns update automatically, but you must always save the automation after switching views.
Creating A Custom Export Definition In An Automation
Instead of using an existing view, you can manually define which fields appear in the export.
Step-By-Step Instructions
Follow steps 1 to 5 from Exporting A View To An SFTP Server.
Add a filter if required.
Click + Field to define the export columns.
Click the Pen Icon in the Value column.
Select the required field.
Enter the desired column name in the Name column.
Repeat these steps for each field.
Click Save.
This approach gives full control over which fields appear in the export.
Saving An Exported View As A File In Tribe
You can also store exported files directly in Tribe and link them to a specific record, such as your own organisation.
Step-By-Step Instructions
Navigate to the relevant entity, such as Subscriptions.
Create a new automation with a time trigger.
Enter the required trigger settings.
Add the Create Record action.
Select the Attachment entity.
Use Advanced Search if needed to locate the correct record.
Click the Pen Icon next to File.
Select Export Query To File.
Choose the entity you want to export.
Add a filter if required.
Select a view or manually define the fields.
Click Save.
The exported .csv file will be attached to the selected record and visible in its timeline.
Did you know? When Tribe searches for a record in this process, it checks all records in the system. Using Advanced Search helps you reach the correct record faster.
Quick Summary
Scheduled exports allow administrators to automatically export view data at set intervals. You can send these files to an SFTP server or store them directly in Tribe. This process ensures consistent, reliable data delivery without manual work.