The Project Snapshot application allows for a complete or partial archive of all records and files within a project at any time for efficient retention of data. With Project Snapshot, you are able to export a read-only copy of your project data from selected Kahua applications to a folder on your local computer or server.
When you use snapshot to export your data, you are then able to retrieve specific files or access the entire archive for reference or analysis purposes, eliminating the need to dig through physical filing cabinets or search across multiple digital storage locations.
There are two export formats available. You can select which one to use in the Configuration app and your selection will inherit down through the hierarchy.
Project Snapshot can be run at any time. You can run it at the end of a project, at certain milestones, or manually on a regular basis like monthly or weekly.
Project Snapshot allows you to:
- Retain a complete and permanent backup of Kahua data
- Export data from Kahua in order to import it into other software.
- Utilize the data from custom reporting and analytics
- Archive the state of projects at a certain time for legal purposes
TABLE OF CONTENTS
- Set up Project Snapshot for your project
- Select the Project Snapshot output format for your domain, partition, or project
- Create a snapshot of your project
- Viewing the records in the snapshot
How to set up Project Snapshot for your project
Project Snapshot licenses must be purchased and added to your domain. Reach out to your account manager for more information.
Once it is added to your domain, you can assign the license to the appropriate user in the Licenses app. For more information on using the Licenses app, refer to Licenses.
Select the Project Snapshot output format for your domain, partition, or project
There are two output formats available. Your domain administrator can select which one to use in the Configuration app and your selection will inherit down through the hierarchy. The formats are as follows:
- The legacy format, which includes JSON files at the project level with information on all the records in the snapshot and JSON files at the record level with information on the individual record.
- The updated format, which does not include JSON files. At the project level, an Excel formatted file is created with information about the included records. Other differences include the addition of a datetime stamp to the project folder name, elimination of individual folders for app records, and an updated naming convention for exported records.
To manage the format used on Project Snapshot output for a project or partition, complete the following steps:
- Review the header to ensure that you are in the correct project or partition.
Note: To apply these settings to your domain, ensure that you have navigated to the root level. - Open Apps > Administration > Configuration.
- On the Applications tab, select Project Snapshot.
- On the Settings tab, select Override.
- To use the updated format, select Exclude JSON. Clear the check box to use the legacy format.
- Click Save when you are done.
How to create a snapshot of your project
The user assigned to the Project Snapshot license in the previous step will be able to create a snapshot of your projects. To create a snapshot of a project, complete the following steps:
- Ensure that you are in the correct project or partition.
Note that Project Snapshot works on the project or partition you are currently in, as indicated in the header. It will not include any projects or partitions lower in the hierarchy than you are currently in. For example, if you are in the "Northeast" partition, and there are several projects that are part of that partition, snapshot will only export records directly tied to the Northeast partition. It will not include records from the projects that are part of that partition. - Click on clipboard icon
in the Kahua footer to open the status window. - In the status window, select Snapshots.
- Click the plus
sign to open the list of applications that snapshot is available for.
- Select the applications to include in the snapshot. You can use snapshot on some or all of the Kahua applications. Click Enable All to select all the applications. Click Disable All to clear all the selected applications. Note that applications will appear in this list even if there is no data for that application for the project you are in.
- Click Create. The Save As window will open. Select a location for the zip file and click Save.
- The snapshot will begin to generate. Records will appear in the Pending tab as they are processed.
- When the snapshot is complete, the Project name, Timestamp and Status will appear on the Completed tab.
Viewing the records in the snapshot
When the snapshot is complete, you will have a ZIP file containing all the saved records. You can extract that zip file to an appropriate location.
If you are using the updated output (the Exclude JSON setting is selected), the records are saved in project folders that contain folders for each application, and record files within the application folders. An Excel formatted file at the project level contains information about all the exported records. The file name format for the exported record is the Entity ID + App Name + Shortlabel. Corresponding reference and media attachments are included with the record name prefixed to them.
If you are using the legacy output (the Exclude JSON setting is cleared), the records are saved in a folder structure that follows domain and project structure, and then the application structure. There is a JSON file at the project level that contains information on all the records in the snapshot. Within the application folders, there is a folder for each item, uniquely named with the item number, name and Kahua record number. The folder contains a PDF of the portable view of the item, a JSON file with information on the item, and any available reference material such as backup information and electronically signed documents.