Backing up and exporting projects

Save a copy of a project on your local computer or network outside of the Projects app.

How it works

You can backup and export a project to share your project results with other team members, external auditors, and regulators. The contents of the project are exported as a set of individual files compressed in an archive file (.zip). The maximum total file size for the export is 90 GB.

Caution

You cannot undo individual item deletions in Diligent One. All delete actions require a confirmation, and once the delete is confirmed, the item is no longer available. The simplest way to recover a deleted item is to recreate it.

Permissions

Only Professional Managers can backup and export projects.

Backup and export project files

  1. Open the Projects app.

    The Projects homepage opens.

  2. Open a project.

    The project dashboard opens.

  3. Click the Settings project management tab.

    The Settings subtab opens.

  4. Click the Backup/Export subtab.
  5. Create a new backup of the project:
    1. Click Export.
    2. Click OK in the confirmation dialog box.

      A status message is displayed on the Backup/Export page and an entry is added to the Export Project  list indicating that the backup process has started. An email notification is sent when the backup is complete.

Download project files

  1. Do one of the following:
    • Click the link in the project backup email to navigate to the Backup/Export page.
    • Within the project, click the Settings project management tab, and click the Backup/Export subtab.
  2. Complete any of the following tasks:
    • To save an existing project backup locally on your computer or network, click Download next to the backup entry.
    • To download project reports, navigate to the appropriate document under Export Project Reports, click Go To, and select the report(s) to download.

Delete a backup of project files

  1. Do one of the following:
    • Click the link in the project backup email to navigate to the Backup/Export page.
    • Within the project, click the Settings project management tab, and click the Backup/Export subtab.
  2. Click Delete next to the backup entry.

  3. Click OK to confirm deleting the backup of project files.

    Caution

    The backup of project files is permanently removed. Once deleted, you cannot access or restore the project files.

Zip file subfolder structure

When you backup a project, the following contents of the project are included:

  • Activity log information under Recent Activity on the dashboard
  • Latest versions of uploaded attachments
  • Word, PowerPoint, PDF, and Excel reports
    Note

    If a problem occurs during the process of backing up a project, an errors.txt file is included in the zip file, which provides information about the problem. The person that performed the project backup also receives an email notification with further instructions.

Attachments

The attachments in the zip file are automatically grouped into named subfolders. The subfolders categorize attachments based on where they were attached in the Projects app. Subfolder titles are limited to 60 characters in length.

Subfolders

Notes

  • Interface terms are customizable, and fields and tabs are configurable. In your instance of Diligent One, some terms, fields, and tabs may be different.
  • If a required field is left blank, you will see a warning message: This field is required. Some custom fields may have default values.

Subfolders in the .zip file are categorized and nested as follows:

[Project Name]

  • Planning
    • [Planning File Title]
  • Narratives
    • [Narrative Title]
  • Control Tests
    • [Control ID] (Objective Reference + Control Number)
      Example: C-01
      • [Testing Round]
        Examples: Interim/final, Q1, Q2, Q3, Q4
        Note

        If there is only one testing round, no subfolder is created.

  • Walkthroughs
    • [Control ID] (Objective Reference + Control Number)
      Example: C-01
  • Actions
    • [Action Title]
  • Findings
    • [Finding Title]
  • Requests
    • [Request Title]