Getting answers and documents out, and the reports on how requests are going.
Everything your clients send stays yours, and you can take it out of Cartenda whenever you need to. That might be one client's file, a spreadsheet of answers to one form, or everything your workspace holds. Reports give you a view across your whole book. Every export is recorded in the audit log, with who took it and when.
Taking client data out of Cartenda needs the Export and download client data permission. Owners and admins have it. Members do not see export buttons, but they can read every report on screen.
In every export, Social Security numbers and account numbers are masked. A full number can be seen by revealing it on screen, one at a time, or in the Summary PDF with full numbers for one submission. Both need the permission to reveal full numbers, which owners and admins have, and a password confirmed in the last 15 minutes. See Reviewing a submission.
Forms a client has started but not sent are never included. They belong to the client until they send them.
Open the submission from The Requests list.
If the form was signed, the signature card also offers Download the signed document and Download the signed record, once they are ready.
On a request several people answered, the Summary PDF and the signed record say under each section who answered it.
On the request's own page, under More:
On a client's page, open More and choose Export record. You are asked to confirm your password. The record is then built in the background and downloads when it is ready. It includes what you keep in the vault of each client group they are the client in, each file once: a file that is also one of their documents, or one of your firm's documents, is listed in vault.csv where it already is rather than copied again. PDFs filled with the client's Social Security number, and signed copies of them, are included only if you are allowed to see full numbers. Who revealed a client's numbers or exported their records is included, in this and in a request's Export CSV, only if you are allowed to see the audit log.
Open the form and its Requests tab.
Both follow any filter you have set on the tab.
On Requests, Export CSV gives one row per reply matching your current search and filters. Columns include client, email, form, status, document count, issues found, who reviewed it, the AI summary, signature details, and, where several people answered, who they were. The view tab you are on does not narrow the export, but your filters do.
In the sidebar, open Reports. There are four, each a table. Press a column's heading to sort by it, again to reverse the order, and a third time to put the original order back.
Owners and admins can press Export CSV to download the report on screen.
To take a copy of your whole workspace, go to Settings → General → Export everything and press Prepare an export. It includes every client, request, answer and document, and every file you keep in a client vault, each once: a vault file that is also a client's document or one of your firm's documents is listed in vault.csv where it already is. Answers from a form in Spanish include their English translation too. Documents kept in your firm's own storage are listed by location rather than copied. PDFs filled with a client's Social Security number, and signed copies of them, are included only if you are allowed to see full numbers. Who revealed a client's numbers or exported their records is included, in the activity log, only if you are allowed to see the audit log. A large workspace can take a while, and you are emailed when it is ready. Confirm your password to download it. Only the person who prepared an export can download it, because it holds what their role may see; anyone else who may export prepares their own. If your role changes after you prepare one, so that you may no longer see what is in it, prepare a new one. The download is deleted on the date shown, so save it somewhere safe. It is deleted sooner if a client is erased, a submission is deleted, a file is removed from a vault, or your retention window deletes documents, after it was prepared, so that it never holds what was deleted. Prepare a new one then.
Exports are copies. Once a file leaves Cartenda, your retention setting no longer applies to it, and keeping it safe is up to your firm. For choosing what to keep and for how long, see Retention and your books and records. For the log of who did what, see The audit log.
Still stuck? Write to hello@cartenda.com and a person will answer.