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Participant Notes Export

The Participant Notes Export compiles Participant notes into a single file. You can export as a CSV for reporting and analysis, or as a PDF for a formatted, readable record you can share.

Finding the Notes Export

Head to the Exports page in Astalty, click Create Export, and select Notes under Participants.

Creating an Export of Participant Notes

Once you're in the Notes Export, use the Export Filters to refine what's included, then choose the format and options you want.

Export Filters

All filters are optional unless noted. Leaving a filter blank means it is not applied.

  • From and To - limit the export to notes created within a date range. If you set only a To date, every note up to that date is included.
  • Select a Participant - the Participant whose notes you want to export. For a CSV this is optional; leaving it blank exports notes for all Participants you have access to. For a PDF a Participant is required.
  • Select a Team Member - only include notes written by a particular team member. This filter is available for CSV exports only, and includes deactivated users.
  • Source - limit the export to notes recorded against a Support or a Task. This filter appears if you have Scheduling.

Export Format

Under Export Format, choose CSV or PDF.

The PDF option only becomes selectable once you have chosen a Participant, because a PDF is always produced for a single Participant.

Export Options

  • Sort order - choose Newest first or Oldest first. Newest first is selected by default.
  • Include formatting - appears for CSV exports only. Turn it on to keep the note's HTML formatting tags in the Content column. Leave it off to export plain text with formatting stripped.
  • Include general notes from Group Supports - appears once you've selected a Participant. Turn it on to include notes written for everyone on a Group Support the Participant attended - these are recorded in the app under All Participants rather than against one Participant. Leave it off and the export only includes notes written against the Participant directly. This option is off by default.
  • Exclude check-ins - if selected, notes that were recorded as a check-in are left out of the export. This option appears only if check-ins are enabled on your account.
  • Exclude team member names - if selected, the team member who wrote each note is left out of the export: the Created By column is removed from the CSV, and Written By is omitted from each note in the PDF. Use this when sharing the export with Participants, families or other stakeholders.

PDF exports keep the original formatting of each note, so there is no formatting option to choose.

Export Reason

If your organisation requires a reason for exports, a Reason field appears at the bottom of the form. Enter why you are running the export before creating it.

Generating the Export

Click Create Export. Exports are queued and generated in the background, so you do not need to stay on the page while it runs.

Downloading the Export

When the export is ready it will appear on the Exports page where you can click Download to save it to your device.

Understanding the exported CSV file

The CSV contains one row per note, with the following columns:

  • Date - the date and time the note was created
  • NDIS Number - the NDIS number of the Participant the note relates to
  • Participant First Name
  • Participant Last Name
  • Task Name - the Task the note was recorded against, if any
  • Content - the text of the note
  • Created By - the team member who wrote the note. Omitted if Exclude team member names is selected.
  • Check In Recorded - whether the note was recorded as a check-in
  • Check In Date - the date and time of the check-in, if there was one
  • Check In Type - the type of check-in recorded

Rows are grouped by Participant. Within each Participant, they follow the Sort order selected when creating the export.

Unlike the PDF, the CSV has no column naming the Group Support a note included with Include general notes from Group Supports came from.

Understanding the exported PDF file

The PDF shows each note as its own block, headed by your organisation's logo. Notes follow the Sort order selected when creating the export. Each note includes:

  • Date - the date the note was created
  • Written By - the team member who wrote the note. Omitted if Exclude team member names is selected.
  • Group Support - shown only on a general note included with Include general notes from Group Supports, naming the Group Support it came from
  • Task - shown only when the note is attached to a Task
  • Check-in Type - shown only when the note was recorded as a check-in
  • The full note content, with its original formatting preserved

The PDF does not include the Participant's NDIS number or the check-in date. If you need those details, use the CSV.

Things to know

  • Both formats respect note visibility rules, so an export only ever contains notes you are already able to see in Astalty.
  • Dates and times are shown in your organisation's timezone.
  • Archived Participants can be selected, so you can still export notes after a Participant has been archived.
  • The CSV is named after the selected Participant. If no Participant is selected, it is named using the date the export was created.
  • If a PDF export is very large it may fail to generate. Narrowing the date range and running a few smaller exports is the quickest way around it.