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Project export

The following article describes how the data of a project can be exported / downloaded in a comprehensive and structured manner and, for example, archived.


Directly to the following sections:


Contents of the project export

With project export, all relevant data of a project, from documents and contacts to tasks and meeting minutes, can be exported in a compact and structured ZIP archive. This makes it possible to archive a project in its entirety.



  • Contacts: PDF document with information on all contacts

Documents: All documents including complete folder structure and version history

Media library: All pictures from the media library

  • Planning: Microsoft Project Scheduling

Tasks and topics: PDF document with information on all tasks and topics including the commentary process

Meetings: All approved, rejected and to be reviewed meeting minutes

  • Journal: PDF document with information on all journal entries including the comment history

Inspections: All inspections created


Execute project export

To start the project export, click on the project logo and then on project export.



Only data for which the person exporting has access rights is exported. A complete export of the project can be executed by a project administrator.


The project export is made available as a ZIP archive. The ZIP archive is no longer subject to the access rights of buildagil and can be opened by anyone with whom the export is shared.


Then click on + Export.



In the following window, select the date for the export and click on Schedule export.



A project can only be exported with an interval of at least 4 weeks since the last export.


Depending on the size of the project, the project export is usually available the following day. The project export can then be downloaded in the same view by clicking on Download. The export is available for download for one week.



Use project export

After downloading the project export, the ZIP archive must be unpacked so that all roles within the export work as desired.



The archive can then be accessed.



Below is some information on helpful roles and options within the project export:


Links:

All links that are available in buildagil are also available in the export. The link is not to buildagil (online) but always directly to the correct document or division in the archive.

For example, if a document has been linked in a task, the link in the task list can be used to open the document from the archive. If the link is from one task to another task, the system automatically scrolls to this task. For plan and model sections, the image of the section and the original document are linked.



Version history:

The version history of each document is always visible under the documents. The versions are stored in each folder with documents in the ".versions" folder and sorted by date.



Troubleshooting

It may happen that the ZIP archive of the project export cannot be opened. In this case, the message "Folder cannot be opened." appears:



The reason for the error message is that Microsoft-based systems are subject to a character limit of 260 characters for file and folder paths.

To open the ZIP file anyway, the file can be unpacked with a tool such as 7-ZIP. 7-ZIP has no character limit and therefore avoids the discrepancy.


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Updated on: 01/05/2025