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.)

  • OTP Secret Key (if set up, OTP Secret Key will be added to the passwords.csv for each password that belongs to the Organization)

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. From the top navigation menu, click Admin.
  2. From the left navigation menu, click Export Data.
  3. In the Export Option section, select either Entire account or Data for an organization.
  4. If you selected Data for an organization, enter the organization name in the search bar. The results are narrowed as you type. Click the applicable organization to select it.
  5. Optionally, to encrypt your export, select Encrypt export with password, Then, enter one unique password in both the Password and Password confirmation fields.

    6. NOTE  Such exports are encrypted using a ZipCrypto encryption method, which is compatible with common operating systems.

  6. Click Start Export.
  7. Wait for an email from support@itglue.com that notifies 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 Export Data page. 

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. From the top navigation menu, click Admin.
  2. From the left navigation menu, click Export Data.
  3. Select Entire account as the export option.
  4. Click the Scheduled tab.
  5. Configure a schedule (in weeks) to run your automated account export. Select a start date, frequency and, optionally, an end date for your export.
  6. Optionally, encrypt your automated exports.
  7. Optionally, include logs in the exported data (excluded by default).
  8. Optionally, configure a method of your choosing to send the data to a remote backup system or vendor. You may also use the PowerShell backup script located on GitHub to download the ZIP file.

    9. NOTE  This script is not actively maintained by the IT Glue development team. This script does not come with any warranty of any kind, express or implied, regarding the accuracy, adequacy, validity, reliability, availability or completeness.

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 Export Data page. Completed exports will be available for download for 48 hours 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, refer to Exporting in the IT Glue. 

NOTE  The exported values of any vaulted passwords are the encrypted versions, and users are not able to decrypt them at this time.

Managing exports

Pending exports

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

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.

IMPORTANT  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 behavior occurs as part of the Windows OS and not as part of IT Glue.

Exporting all data from a global asset

  1. From the top navigation menu, click Global.
  2. From the left navigation menu, click Assets.

  3. Click any of the following assets:
    • Configurations
    • Contacts
    • Domains
    • Locations
    • Passwords
    • SSLs
    • All Flexible Asset types
  4. From the list of assets, click Export in the upper-right corner of the page.

NOTE  If you filter the list view, clicking Export returns only filtered assets in the exported CSV file.

Related items 

You also have the option to export smaller subsets of data. Refer to Exporting from list view.