Data Export & Reporting
The Data Export feature gives administrators a one-click way to download a complete copy of their organisation's data. The export packages everything -- spreadsheet data, photos, documents, and attachments -- into a single ZIP file ready for archival, regulatory submission, or migration.
Overview
WildTrack360 provides two export capabilities:
- Full data export -- a ZIP file containing an Excel workbook with all organisation data across 17 worksheet tabs, plus every uploaded file (photos, vet reports, transfer documents, etc.) organised into folders.
- NSW register export -- a targeted export of transfer and permanent care registers in CSV or Excel format, designed specifically for NSW regulatory compliance reporting.
Both exports are accessible from the admin panel and require the Admin role.
Full Data Export
Who Can Export
| Requirement | Detail |
|---|---|
| Role | Admin |
| Permission | report:export |
Non-admin users will receive a 403 Forbidden response if they attempt to access the export endpoint.
What Gets Exported
The Excel workbook contains one worksheet per data category. Every record scoped to the organisation is included.
| Sheet | Description |
|---|---|
| Animals | All animal records with demographics, locations, status, outcome, and carer assignment |
| Records | Care records (feeding, medical, weight, observation, etc.) linked to animals |
| Species | Species catalogue with scientific names, types, and care requirements |
| Carer Profiles | Carer contact details, licence numbers, addresses, specialties, and qualifications |
| Carer Training | Training records with course names, providers, dates, and certificate details |
| Hygiene Logs | Hygiene inspection records including PPE use, cleaning, and quarantine checks |
| Incident Reports | Incident reports with severity, resolution, and action taken |
| Release Checklists | Release assessments with fitness indicators, vet sign-off, and location data |
| Assets | Equipment and asset inventory with status, location, and maintenance dates |
| Preserved Specimens | Specimen register with preservation details, facility info, and scientific purpose |
| Organisation Members | Member list with roles and species group assignments |
| Species Groups | Species group definitions with assigned coordinators |
| Call Logs | Incoming call records with caller details, species, location, and outcome |
| Audit Logs | Up to 10,000 most recent audit log entries with user, action, entity, and metadata |
| Permanent Care Applications | Applications with NPWS approval details, vet reports, and facility info |
| Animal Transfers | Transfer records with receiving entity details, licence numbers, and authorisation |
| Post-Release Monitoring | Post-release observation records with condition, location, and coordinates |
Excel Workbook Format
Each worksheet is formatted for immediate usability:
- Bold headers with a light green background fill
- Auto-filters enabled on every column
- Column widths pre-sized to fit typical content
- Dates are formatted as ISO strings
- Boolean values are displayed as "Yes" or "No"
- JSON fields (coordinates, metadata) are serialised as strings
- Array fields (specialties, fitness indicators) are joined with commas
ZIP File Structure
The download is a ZIP archive named wildtrack360-export-{date}.zip with the following structure:
wildtrack360-export-2026-03-29.zip
wildtrack360-export-2026-03-29.xlsx
files/
animal-photos/ -- Primary profile photos for each animal
animal-gallery/ -- Gallery photos from the Photo model
vet-reports/ -- Vet report PDFs from permanent care applications
hygiene-photos/ -- Photos attached to hygiene logs
incident-attachments/ -- Files attached to incident reports
specimen-photos/ -- Photos of preserved specimens
transfer-documents/ -- Documents attached to animal transfers
release-photos/ -- Photos from release checklists
post-release-photos/ -- Photos from post-release monitoring records
Files are fetched from S3 in batches of 10 for performance. If any individual file fails to download, the export continues and the file is excluded (the audit log records counts of both successful and failed file retrievals).
NSW Register Export
Organisations operating under NSW jurisdiction can export targeted registers formatted for regulatory compliance. This is separate from the full data export and offers more focused output.
Who Can Export
| Requirement | Detail |
|---|---|
| Role | Admin |
| Permission | compliance:export_registers |
Available Registers
| Register | Query Parameter | Description |
|---|---|---|
| Transfer Register | register=transfers | All animal transfer records with receiving entity details |
| Permanent Care Register | register=permanent-care | Approved permanent care applications with NPWS approval details |
| Both | register=all (default) | Both registers combined |
Export Formats
| Format | Query Parameter | Output |
|---|---|---|
| CSV | format=csv (default) | Plain CSV text file |
| Excel | format=xlsx | Excel workbook with styled headers and auto-filters |
Date Filtering
Exports can be filtered by date range using query parameters:
| Parameter | Format | Description |
|---|---|---|
startDate | ISO date string | Include records on or after this date |
endDate | ISO date string | Include records on or before this date |
For transfers, the filter applies to the transfer date. For permanent care applications, it applies to the NPWS approval date.
Transfer Register Fields
| Field | Description |
|---|---|
| Transfer Date | Date the transfer occurred |
| Animal Name | Name of the transferred animal |
| Species | Animal species |
| Org Animal ID | Organisation's internal animal identifier |
| Transfer Type | Type of transfer |
| Reason | Reason for transfer |
| From | Source carer |
| To (Entity) | Receiving entity name |
| Entity Type | Type of receiving entity |
| Receiving Licence | Licence number of the receiving entity |
| Contact | Contact name, phone, and email combined |
| Address | Full address of the receiving entity |
| Authorised By | Person who authorised the transfer |
| Their Animal ID | Receiving organisation's animal identifier |
| Notes | Additional notes |
Permanent Care Register Fields
| Field | Description |
|---|---|
| Animal Name | Name of the animal |
| Species | Animal species |
| Org Animal ID | Organisation's internal animal identifier |
| Date Found | Date the animal was originally found |
| NPWS Approval No. | National Parks and Wildlife Service approval number |
| Approval Date | Date of NPWS approval |
| Category | Permanent care category |
| Non-Releasable Reason | Reason the animal cannot be released |
| Justification | Euthanasia justification (if applicable) |
| Facility | Facility name and suburb |
| Keeper | Name of the permanent care keeper |
| Vet Name | Assessing veterinarian |
| Vet Clinic | Veterinary clinic name |
| Notes | Additional notes |
Audit Trail
All export actions are recorded in the audit log:
| Export Type | Audit Entity | Metadata Recorded |
|---|---|---|
| Full data export | DataExport | Format, table count, files added/failed, row counts per table |
| NSW register export | NSWRegisterExport | Format, register type, transfer count, application count |
Integration with Other Modules
| Module | Integration |
|---|---|
| Photo Management | All photos (animal, hygiene, specimens, releases) are bundled into the ZIP export |
| Audit Logging | Export actions are logged; audit log entries are also included as a worksheet |
| Compliance Readiness Checklist | Complete data before exporting to ensure clean regulatory submissions |
| Roles & Permissions | Export access is restricted to the Admin role with appropriate permissions |