How do I download all of a client's records and documents at once?
There's no bulk download for a client's records - download single records as PDFs, export Form data with reports, and ask our Support team for all PDFs and uploaded documents.
Key Points
There's no button to download all of a client's records and documents at once. Records are downloaded one at a time as PDFs.
To get a client's data in bulk, export it with a report. Build or run a report for each Form, filter it to the client and export it to Excel, CSV or PDF.
Drive files, including a client's Personal Drive, are downloaded file by file. Attachments on Form records can't be exported in bulk.
If you need all of a client's PDFs and uploaded documents, for example for an audit or a legal request, contact our Support team. There may be a cost.
Can I download everything for a client in one go?
Not yourself. FlowLogic doesn't have a bulk download for a client's records, PDFs or uploaded files. Depending on what you need, use one of these:
A few records as PDFs: download each record from the client's record. See the next section.
All the data from a Form, such as every progress note or incident report for a client: export it with a report.
Every PDF and uploaded document: ask our Support team.
How do I download a single record as a PDF?
Open the client's record and go to the Tab with the Form you need.
Open the record you want to download.
Click the View PDF icon. FlowLogic creates a PDF copy of the record.
Download or print the PDF from your browser.
To email the PDF instead, click the Send Record icon. You can send it to an external email address or to users in FlowLogic.
If you can't see the PDF icons, your Groups may not have the Right to create PDFs of records. Ask your FlowLogic administrator. For more on the record icons, see How do I find and open a client record in the Client Section?
How do I export a client's data with a report?
Reports are the way to download many records at once. Each report pulls from a Form, so you need one report per type of record, such as one for progress notes and one for incident reports.
Click Reports and find a report for the Form you need. If there isn't one, create it with the Form and the columns you want. See How do I create a report?
Filter the report to the client. While editing the report, add a filter on the client's name.
Set the date range you need, then run the report in the New View.
Click Show Primary Rows below the report and choose the largest option, so every record shows.
Export the report to Excel, CSV or PDF.
Repeat for each Form you need.
The export includes only what's showing in the report, so check your filters and rows first. For the export options, see How do I filter, group and export report results?
A report exports the information typed into Forms. It doesn't include files attached to records.
Can I download a client's Drive folder or attachments in bulk?
No.
Drive files: a client's files in the Drive, including their Personal Drive, are downloaded one file at a time. You can't download a whole folder.
Attachments on records: files uploaded to Forms, such as photos on shift notes or documents on a check, can't be exported in bulk. Open each record and download the file.
What if we need all of a client's documents?
If you need every PDF and uploaded document for a client, for example when a client leaves your service, for an audit or for a legal request, contact our Support team. Tell us:
the client's name and UID
what you need, such as all records as PDFs, all uploaded documents, or both
any date range, and when you need it by.
Our Support team will let you know what's involved. There may be a cost.