# Referrals Export

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

> Bulk export referrals as an Excel spreadsheet or as PDF documents bundled into a ZIP.

Astalty Premium - This feature is part of the Astalty Premium plan. See What Premium includes.

You can bulk export referrals as a spreadsheet with one row per referral, or as PDF documents with one PDF per referral bundled into a ZIP.

> **Exporting a single referral**
>
> To export just one referral, open it from the Referrals register and use **Actions → Export as PDF**. See [Printing a Referral with Summary & Details](https://docs.astalty.com.au/guide/referrals/referral-follow-up#printing-a-referral-with-summary--details).

## Finding the Referrals Export

Open [**Exports**](https://app.astalty.com.au/exports), select **Create Export**, then select **Referrals** under **Forms**.

![The Create Export page scrolled to the Forms group, with the Referrals row, Export a list of referrals, highlighted below Form Submissions.](https://docs.astalty.com.au/assets/referrals-export-22.png)

## Creating the Export

Once you're in the Referrals Export, use the **Export Filters** to refine what is included. All filters are optional. Leave them blank to export every referral.

- **From** and **To** limit the export by the referral's creation date.
- **Status** limits the export to referrals with a specific status.

### Export Format

Under **Export Format**, choose **Excel** or **PDF**:

- **Excel** creates an Excel workbook (`.xlsx`) with one row per referral.
- **PDF** creates a formatted PDF for each referral, including the Referral Summary and Details. When more than one referral is included, the PDFs are bundled into a ZIP file.

### Export Options

- **Exclude archived** is on by default, so archived referrals are left out.
- **Exclude staff surnames** is off by default. When selected, staff names are abbreviated to a first name and last initial in the spreadsheet and PDFs.

When you are ready, select **Create Export**.

![The Referrals Export page with optional From, To and Status filters, Excel selected under Export Format, Exclude archived ticked and Exclude staff surnames unticked under Export Options, and the Create Export button highlighted with an arrow pointing to it.](https://docs.astalty.com.au/assets/referrals-export-guide.png)

## 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.

## Exported Fields

The spreadsheet starts with the referral's own details, then adds the fields used by every referral form represented in the results:

- **Reference** - the referral's [reference number](https://docs.astalty.com.au/guide/referrals/referrals#referral-reference-numbers).
- **Status**
- **Assignee**
- **Participant**
- **Source** - where the referral came from. See [Referral Source](https://docs.astalty.com.au/guide/referrals/referrals#referral-source).
- **Referral Created**
- **Submitted At**
- **Submitted By**

Where your export covers referrals from more than one form, the spreadsheet includes fields from every form involved. A referral is blank in columns belonging to a different form. Dates and times use your provider timezone.

The PDF export produces the same formatted layout as exporting a referral individually.

> **The reference number is in the spreadsheet only**
>
> The reference number is a column in the Excel export. It isn't printed on the referral PDF.