Data Exporter (CSV Export Manager) — User Guide

Data Exporter should remain tightly controlled because exports can include sensitive operational and financial data.

Recommended governance pattern:

• Admin owner
• Owns export execution, configuration checks, and release discipline.
• Validates date scope and dataset selection before sharing.
• Finance reviewer/requester
• Requests recurring month-end datasets (invoices, payments, expenses, vendor-related packs).
• Reviews reconciliation and close evidence.
• Audit/compliance requester
• Defines audit windows and required evidence datasets.
• Confirms exported files match review scope.
• BI/reporting consumer
• Uses CSV outputs as inputs for KPI analysis and management reporting.
• Should consume governed exports rather than ad hoc extracts.
• Migration/implementation lead
• Requests baseline and staged extracts for cleanup/migration tasks.
• Coordinates validation exports after corrective actions.

Core rule:

• Keep export access admin-centered even if outputs are later shared with approved stakeholders.

1) Module enabled

• Confirm Data Exporter (technical package: CSV Export Manager) is enabled.

2) Admin access confirmed

• Confirm designated admin owners can access Utilities → CSV Export.

3) Export storage policy defined

• Define where CSV outputs are stored (restricted folders/workspaces).
• Block uncontrolled local/desktop storage for sensitive exports.

4) Export request ownership assigned

• Define who can request exports and who approves high-sensitivity requests.
• Keep a simple request log (requester, dataset, period, purpose, owner).

5) Naming convention for export packs

• Set a standard pattern, e.g. `Finance_Close_YYYY-MM`, `Audit_Inventory_YYYYQ#`, `Migration_Customers_Phase1`.
• Apply consistent dataset file naming inside each pack.

6) Retention and deletion policy

• Define how long each export pack type is retained.
• Define deletion/archive rules per audit, finance, and operational policy.

7) PII and sensitive-data handling rules

• Classify which datasets may contain personal or confidential business data.
• Apply masking/redaction process where required before external sharing.

8) Approval/review rules for sensitive datasets

• Require reviewer sign-off for high-sensitivity exports (HR, payroll, vendor payments, etc.).
• Document who approved release and why.

9) Recurring period definitions

• Standardize monthly, quarterly, and annual export windows.
• Use the same period definition across teams to avoid mismatch.

10) Validation checklist before external sharing

• Confirm correct dataset and date scope.
• Confirm file completeness and naming.
• Confirm recipient authorization.
• Confirm sharing channel and retention destination.

Workflow 1: Export by type and period

1. Open Data Exporter (admin path: Utilities → CSV Export).
2. Choose Export Type.
3. Select All Time, Last 3 / 6 / 12 Months, or From Date / To Date.
4. Click Export.
5. Download the CSV file.
6. Store/share it according to policy.

Workflow 2: Finance month-end pack

1. Export sales invoices for the month.
2. Export payments for the same month.
3. Export expenses for the same month.
4. Export Vendor Bills and Vendor Payments if needed.
5. Store files in a controlled folder (e.g., `Finance_Close_YYYY-MM`).
6. Use the pack for reconciliation and reviewer sign-off.

Workflow 3: Audit evidence pack

1. Confirm audit scope and required datasets.
2. Export each dataset using fixed period or custom From Date/To Date.
3. Include Warehouse Stock Movements or other evidence datasets as required.
4. Validate completeness and consistent naming.
5. Share only with authorized reviewers/auditors.
6. Archive with audit references and retention tags.

Workflow 4: Migration extract workflow

1. Select relevant master or transaction datasets.
2. Export historical windows (All Time or staged ranges).
3. Review externally for duplicates, gaps, and normalization issues.
4. Build cleanup action list.
5. Re-export after corrections for validation.
6. Preserve baseline vs. post-fix evidence files.

Workflow 5: Support quality review pack

1. Export Support Tickets and ticket replies for the review period.
2. Analyze recurring issues, escalation patterns, and response quality.
3. Identify process or knowledge gaps.
4. Convert findings into improvements (KB updates, routing rules, ownership updates).
5. Repeat monthly/quarterly with the same structure for trend analysis.

Workflow 6: Controlled sharing and archive workflow

1. Validate dataset, scope, and purpose before release.
2. Apply required redaction/masking checks for sensitive fields.
3. Share via approved secure channel only.
4. Log recipient, purpose, and timestamp.
5. Archive file in controlled storage with retention metadata.
6. Remove temporary copies from unsecured locations.

Data Exporter is not a traditional dashboard/reporting module. Its primary output is structured CSV files that feed review and reporting processes.

Common output types:

• Finance review packs
• Contains invoices, payments, expenses, and vendor-related exports.
• Used by finance controllers and reviewers.
• Supports close, reconciliation, and variance review.
• Audit evidence packs
• Contains period-scoped operational evidence (e.g., stock movements, HR/payroll, ticket history, finance records).
• Used by audit/compliance reviewers.
• Supports traceability and evidence-based review.
• BI ingestion inputs
• Contains standardized CSV extracts by dataset and period.
• Used by BI/reporting teams.
• Supports KPI modeling and cross-team analysis.
• Operational review packs
• Contains function-specific exports (support, inventory, procurement, HR, fleet, projects).
• Used by operations and department leads.
• Supports recurring performance and quality reviews.
• Migration/cleanup extracts
• Contains baseline and staged historical data snapshots.
• Used by implementation and data teams.
• Supports cleanup planning, mapping, and post-fix validation.

Export menu is not visible

• Confirm module is enabled.
• Confirm user is an admin owner (or delegated role under your policy).
• Confirm you are in the correct admin area path.

Module appears disabled

• Recheck module enablement for CSV Export Manager in your admin environment.
• Confirm deployment/environment parity if using multiple environments.

CSV exports are empty

• Validate that the selected Export Type has records.
• Recheck period selection (try All Time for verification).
• Confirm From Date/To Date boundaries are correct.

Wrong period was exported

• Standardize recurring periods (month-end, quarter-end) in your policy.
• Re-run export with the approved window.
• Replace and relabel prior file versions to avoid confusion.

Custom date format issues

• Use the expected date format from the admin screen.
• Avoid locale-mixed date input habits across team members.
• Run a short validation export before sending large packs.

Large exports are slow

• Split by period (monthly/quarterly chunks).
• Run heavy exports off-peak.
• Archive segments as a pack rather than one oversized file.

Unsafe sharing risk

• Do not email sensitive raw CSV files without controls.
• Use restricted storage and approved sharing channels.
• Apply masking/redaction when policy requires it.

Inconsistent dataset naming across monthly packs

• Enforce a single naming convention for pack folders and files.
• Keep a short pack README with scope, owner, and generation date.

Naming confusion between legacy pages

• Public module naming should be Data Exporter.
• Treat CSV Export Manager as internal/legacy naming only.
• Keep one canonical public page to avoid duplicate messaging.