# Incidents Export

Source: https://docs.astalty.com.au/guide/exports/incidents-export

> Bulk export Participant and staff incidents as a CSV summary or a detailed PDF report.

Use the Incidents Export to download filtered Participant and staff incident data. Choose **CSV** for one summary row per incident or **PDF** for a detailed report for each incident.

> **Exporting a single incident**
>
> To export just one incident, open it from the Incidents register and use **Actions → Export as PDF**. See [Exporting an Incident Report (PDF)](https://docs.astalty.com.au/guide/incidents/incident-follow-up#exporting-an-incident-report-pdf).

## Where to Find It

1. Open [Exports](https://app.astalty.com.au/exports).
2. Select **Create Export**.
3. Under **Forms**, select **Incidents**.

![The Create Export page with three numbered steps: Exports in the main menu, the Forms tab, and the Incidents row in the Forms list.](https://docs.astalty.com.au/assets/incidents-export-create.png)

## Creating the Export

Use **Export Filters** to choose which incidents to include. All filters are optional. Leave them blank to export every incident.

- **From** and **To** limit the export by when the incident occurred.
- **Incident Type** selects Participant or Staff incidents.
- **Status** selects Reported, Under Review, or Resolved incidents.
- **Reportable** selects incidents recorded as reportable or not reportable.
- **Participants** selects one or more specific Participants.
- **Participant Tags** matches incidents for Participants with any selected tag. If Participants are also selected, an incident can match either filter.
- **Team Members** selects one or more team members. When combined with Participant filters, an incident must also match a selected Team Member.
- **Categories** selects one or more incident categories.
- **Sites** selects one or more Sites.

> **Sites filter requires Scheduling**
>
> The **Sites** filter only appears for providers with Scheduling turned on. If your account doesn't use sites, this filter is hidden and nothing changes. Site is matched from the site linked to the incident's form submission.

![The Incidents Export page with the Export Filters, Export Format and Export Options sections highlighted. The filters include Reportable (optional), and Sites (optional) below Team Members and Categories, CSV is selected, and Exclude archived is ticked while Exclude staff surnames is not.](https://docs.astalty.com.au/assets/incidents-export-site-filter.png)

Under **Export Format**, choose **CSV** or **PDF**, then set your **Export Options**:

- **Exclude archived** is on by default, so archived incidents are left out.
- **Exclude staff surnames** is off by default. When selected, staff names are abbreviated to a first name and last initial.
- **Include attachments** is PDF only and off by default. It lists attached files in each incident report and includes those files in the ZIP.
- **Include action plan** is PDF only and on by default. It lists each incident's action items. This option appears when [Action Items](https://docs.astalty.com.au/guide/action-items) is enabled.

Select **Create Export**.

## Downloading the Export

When the export is ready it will appear on the [Exports](https://app.astalty.com.au/exports) page where you can click **Download** to save it to your device.

> **Export taking longer than expected?**
>
> All exports run in the background. If the export takes at least 20 seconds to become ready, Astalty also emails you. Download it from the Exports page.

## Understanding the CSV

The CSV is a summary export. Each incident appears as one row with these columns:

- **Reference**
- **Type**
- **Date/Time**
- **Status**
- **Severity** - **Low**, **Medium**, **High** or **Extreme**, or empty where no severity has been set
- **Category**
- **NDIS Reportable**
- **Reportable Type**
- **Assignee**
- **Reported By**
- **Involvees**
- **Details**
- **Follow Up Details**
- **Site** - included for providers with Scheduling turned on

Custom incident form fields are added after **Follow Up Details**, except fields backed by Astalty records. The CSV also omits **Completed Date**, **Reported At**, **Reportable ID**, the action plan and attachments. Choose PDF when you need those details.

## Understanding the PDF

If you select **PDF** as the export format, Astalty generates a formatted PDF for each incident in your filtered selection - the same layout as the single-incident [Incident Report PDF](https://docs.astalty.com.au/guide/incidents/incident-follow-up#exporting-an-incident-report-pdf). When more than one incident is included, the PDFs are bundled together in a ZIP file for you to download.

For providers with Scheduling turned on, the incident's **Site** appears in the **Incident Summary** section of each PDF report.

![The top of an Incident Report PDF, with an arrow pointing to the Site value in the Incident Summary section, below Type, Status and Incident Date.](https://docs.astalty.com.au/assets/incidents-export-pdf-site.png)