# Participant Notes Export Source: https://docs.astalty.com.au/guide/exports/notes-export > Export Participant notes as a CSV or PDF, with filters for date range, Participant, team member and note source. The [Participant Notes Export](https://app.astalty.com.au/exports/create/participant-notes) 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](https://app.astalty.com.au/exports) page in Astalty, click **Create Export**, and select **Notes** under **Participants**. ![The Participants group of export types, with the Notes card, Export Notes for a single Participant, highlighted beside Participants and Participant Contacts.](https://docs.astalty.com.au/assets/screen-shot-2023-12-03-at-2.00.11-pm.png) ## 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. > **Exporting notes for every Participant** > > Because the Participant filter is optional for CSV exports, you can leave it blank to export notes across your whole organisation in one file. Combine it with a date range to keep the file to a manageable size. ### 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. > **Available on the Professional plan** > > Exporting notes as a PDF is included on the **Professional** plan and above. Accounts on the **Lite** plan see CSV only. The Account Owner can review your options on the [Billing](https://docs.astalty.com.au/guide/billing) page. ### 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. ![The Notes export page with CSV selected under Export Format and, under Export Options, the Include general notes from Group Supports checkbox highlighted among Include formatting, Exclude check-ins and Exclude team member names.](https://docs.astalty.com.au/assets/notes-export-include-group-support-notes.png) ![The Export Options section of the Notes export, with unticked Include formatting, Exclude check-ins and Exclude team member names checkboxes above the Create Export button.](https://docs.astalty.com.au/assets/notes-export-exclude-team-member-names.png) > **Group Support notes may mention other Participants** > > A general note on a Group Support can refer to anyone who attended, not just the Participant you're exporting for. Review these notes before sharing the export outside your organisation. 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](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 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. > **Large PDF exports are split into parts** > > A PDF export covering more than 100 notes is delivered as a **ZIP file** containing several PDFs, named *Notes Export - Part 1.pdf*, *Notes Export - Part 2.pdf* and so on. Download the ZIP from the Exports page and open it to access each part. ## 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.