Exporting and backing up account data

The article explains the steps for exporting all data in one organization or all organizations in your IT Glue account, or all data from a global asset list view.

Data that will be exported using the export feature:

  • Core and flexible assets in CSV files representing each asset type
  • Documents in HTML format
  • Passwords
  • Attachments
  • Activity logs (These are excluded by default and can optionally be included. Note: Including Activity Logs may slow down your export.)

Content that will not be exported using the export feature:

  • All Settings
  • Users
  • Flexible asset templates
  • Related items
  • Revision histories
  • Custom questions or user defined fields in configurations. These fields are entered in a PSA and are only presented as read-only in IT Glue

Prerequisites

  • You must have Administrator access to IT Glue.
  • Each export file is only available to download for 48 hours for security purposes. After that time, you will need to export the data again.
  • Passwords will be exported in an unencrypted, human-readable format. Be careful with your export files.

Instructions

Exporting data

  1. Log in to your IT Glue account and navigate to Account > Export Data.
  2. Select either Entire Account or Data for an Organization.
    1. If you choose to Data for an Organization, type in the organization name in the search bar.


      Export_Data.png

      Search_Organization.png

  3. (Optional) To encrypt your export, enter a unique password in the Password field.
    Note:  Such exports are encrypted using a ZipCrypto encryption method which is compatible with common operating systems.
  4. Re-enter your password in the Password confirmation field and click Start Export.


    Start_Export.png

Wait for an email from support@itglue.com to notify you when your export is ready for download. Use the links included in this email to download the exported ZIP file. You can also download it from the Account > Export Data screen. 

Automated Exports Backup

Administrators can enable automated account exports to help maintain regular backups of their data in the event of IT Glue being unavailable.

To enable the automated account export:

  1. Choose the option to Entire Account and select type Scheduled.
  2. Configure a schedule (in weeks) to run your automated account export. Select a start date, frequency and, optionally, an end date for your export.
  3. Optional: Encrypt your automated exports.
  4. Optional: Include logs in the exported data (these are excluded by default).
  5. Optional: Configure a method of your choosing to send the data to a remote backup system or vendor. You may also this PowerShell backup script located on GitHub to download the zip. We have provided this script for your convenience, but it will not be actively maintained by the IT Glue development team. Please be advised that this script does not come with any warranty of any kind, express or implied, regarding the accuracy, adequacy, validity, reliability, availability or completeness.

    Scheduled.png

Once an automated account export has been completed, use the link in your notification email to download the exported ZIP file. You can also download it from the Account > Export Data screen.  Completed exports will be available for download for 48h after being generated. 

Once you have acquired the archive file for your data, you may use your own method to send the data to a remote backup system or backup vendor.
For example, you could use backup agents to upload the export zip elsewhere. This will protect you if the system you have stored your backups on is unavailable as well. To implement a method like this, please see our article Exporting in the IT Glue. 

Note: The exported values of any Vaulted passwords will be the encrypted versions and users will not be able to decrypt them at this time.

Managing exports 

Pending exports

All exports in progress will appear under this section of the page. Click the Cancel button to cancel any pending export. You will be asked to confirm before the cancellation is executed.

Cancel_Export.png

View exports

All completed exports will appear under this section of the page. You can view the export title, date and time it was created, and its expiration date. Click to download the file. 

If the export was encrypted, that means that each single file within the zip folder is encrypted. Encrypted exports display a padlock icon next to the export title. Note that while it is possible to view the contents of the folder with no password, the correct password is required to view any of the files.

View_Exports.png

Caution: In Windows 10, you may only be prompted to enter the password once. Subsequent access of the zipped folder on the same computer will not prompt you for the password again. Please note that we observe that this behaviour occurs as part of the Windows OS and not as part of IT Glue.

Exporting all data from a global asset

  1. Click on Global in the top navigation bar.

    Global_Assets.png

  2. Click on any of the below assets:
    1. Configurations
    2. Contacts
    3. Domains
    4. Locations
    5. Passwords
    6. SSLs
    7. All Flexible Asset types
  3. In the global asset list view page, click on the Export button in the top-right corner.


    Global_Export.png

Note: If you filter the list view, click the Export button will return only filtered assets in the CSV export.

Related Items 

You also have the option to export smaller subsets of data. Refer to our Exporting a list of assets KB article for instructions.

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