Exporting data

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Exporting data

    The ServiceNow AI Platform enables you to export data in multiple formats from individual records, lists, or entire tables. This flexibility supports diverse business needs, such as reporting, data sharing, and integration with external applications.

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    Key Features

    • Export Individual Records: Export a single record directly from a form to PDF or XML files. PDF export is available to all users, while XML export requires admin role privileges.
    • Export Multiple Records: Export lists of records to CSV, Excel, PDF, XML, JSON, or Google Sheets formats. Most formats are available to all users except XML and Export Set options, which require specific roles (admin or exportsetadmin).
    • Export via URL or Web Services: Export multiple records from a table using URL processors with parameters or automate data retrieval through REST or SOAP web services.
    • Export Sets: Push data to external files by creating export sets, available to users with the exportsetadmin or admin roles.
    • Configurable Field Selection: Customize which fields to include in exports by configuring the list or form view before exporting.

    Export Formats and Practical Use

    • CSV: Exports records as comma-separated values, ideal for text-based data manipulation. Dot-walked fields appear with full names. Default encoding is Windows-1252; set system property to UTF-8 for translated data.
    • Excel: Exports records as Microsoft Excel spreadsheets, supporting easy data analysis and sharing.
    • XML: Exports comprehensive data for tables or records as XML documents. Note that image data is not preserved.
    • PDF: Exports human-readable documents based on the currently displayed fields. Be aware of potential display issues with right-to-left languages.
    • JSON: Exports data as JSON strings, useful for integrations and automated processing.

    Column Headers in Exported Files

    Column headers differ by format based on intended use:

    • Human-readable formats (PDF, Excel): Use column labels for clarity.
    • Machine-readable formats (CSV, XML, JSON): Use database field names for consistency in processing.

    Export data from the ServiceNow AI Platform in a variety of formats.

    Key benefits

    • Export an individual record to a PDF or XML file directly from a form. See Export data from a record.
    • Export multiple records to a CSV, Excel, PDF, XML, or Google Sheets file directly from a list. See Export data from a list.
    • Export multiple records from a table using the CSV, Excel, PDF, or XML processor in a URL with optional parameters. See Export directly from a URL.
    You can also export data from your instance using the following options:
    • Export multiple records from a table via a web services request. For example, you can create an external application or process to automate the retrieval of data from an instance via web services such as REST or SOAP. For more information, see Web services.
    • Push all the data that you want to export to an external file by creating an export set. For more information, see Export sets.

    Associated roles

    You can export form data to PDF or XML, depending on your role.
    • The PDF options are available to all users.
    • The XML option is only available to users with the admin role.
    You can export records in a list to Excel, CSV, XML, JSON, PDF, or an Export Set depending on your role.
    • The Excel, CSV, JSON, and PDF options are available to all users.
    • The XML option is only available to users with the admin role.
    • The Export Set option is only available to users with the export_set_admin or admin role.

    Export formats

    Table 1. Available export formats
    Export format Description
    CSV

    Export table records as a comma-separated value text file. Use this option to export the currently displayed fields in the list or form as a text file. Configure the list or form to add or remove fields from the export. When exported to CSV, dot-walked fields appear using their full field name, such as u_assignment_group.parent.

    Note:
    By default, ServiceNow exports all CSV files in Windows-1252 encoding. If you need to export translated data, set the glide.export.csv.charset system property to UTF-8.
    Excel Export table records as a Microsoft Excel spreadsheet. Use this option to export the currently displayed fields in the list or form as an Excel spreadsheet. Configure the list or form to add or remove fields from the export.
    XML Export table records as an XML document. Use this option to export all data from a table or all data for a particular record. The XML file has an XML element for each column in the table. See Exporting and importing data via XML.
    Note:
    Image field data is not preserved when exporting to XML.
    PDF

    Export table records as a Portable Document Format file. Use this option to export the currently displayed fields in the list or form as a PDF file. Configure the list or form to add or remove fields from the export.

    Note:
    The PDF export processor prints data from left-to-right, which can produce rendering errors when displaying right-to-left language data.
    JSON Export the table records as a JSON string. The JSON file has an element for each column in the table.

    Column headers

    The file type you export to, such as CSV or PDF, determines how column headers are exported. In general, formats meant for human consumption such as PDF display the column label, whereas formats meant for machine use, such as CSV, use the database field_name.
    Table 2. Header format by file type
    File type Column header format
    Excel Label
    PDF Label
    CSV field_name
    XML field_name
    JSON field_name