For whenever you may need a secure copy of your practice’s database and /or files, right from within Neo you can schedule export requests and access the export when it is ready for you to download.
This article reviews how you can schedule, access, and download a database and /or files export.
For answers to common questions, see FAQs: Neo database and files exports.
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Required user role and permissions
Schedule an export of your database and /or files
Access and download your export
Cancel a pending export request
Additional information
Required user role and permissions
For added security, the following user role and permission combination is required to schedule and receive your practice’s database copy and files export:
User role: Business Owner
Permissions: System Admin + Database Copy
Note: No user is assigned the Database Copy permission by default. It is at your practice’s discretion which users should have access to schedule, receive, and access database and file exports. To update an existing user profile, see Add and manage users.
Schedule an export of your database and /or files
When you have the required user role and permissions combination, you will see the Export History tab on the Help & Support page where you can schedule your export.
- Click your username. Then select Help & Support.
- Click the Export History tab.
Note: If you do not see the Export History tab but need access, please contact your practice administrator. - Click Schedule Export.
- In the Schedule Database Export window, complete the form, as appropriate. All fields are required unless otherwise noted.
a. Name = the name saved in user profile of the logged in user.
b. Email = the email saved in the user profile of the logged in user. This email address will receive a notification when the export request is completed.
c. Optional. Additional Email = Enter an additional email address to receive a notification when the export is completed.
Note: Only one email address can be entered.
d. Request Type = Select whether you want to receive a copy of the database, files, or both.
e. Reason For Request = Select the reason you are requesting your data. Depending on your selection, you may need to provide additional information.
f. Schedule
- Select the date and time you want your export to be started.
- Or to begin your export immediately, select ASAP.
Note: File exports may take up to 12 hours from the depending on the total size of your file attachments; schedule your export, as applicable.
- Click Submit.
You export is now scheduled:
- The request will display on the Export History tab with a status of Pending.
- The email(s) included in the Schedule Database Export window will receive an email notification with the scheduled export details.
Access and download your export
When your export is ready:
- The status of the request on the Export History tab will be updated to Completed.
- The email(s) included in the Schedule Database Export window will receive an email notification.
You can now download the export to your device.
- Click your username. Then select Help & Support.
- Click the Export History tab.
- Locate the export you want to download. Then click the plus sign to expand the row and view the export.
- To download to your device, click each available export link. The items will automatically be saved to your device’s default downloads folder.
- Database = the database includes all your data and will download in a ZIP folder.
- Files = the total size of your practice’s client, patient, and consultation file attachments will determine the number of links generated. Each link contains multiple attachments and has a file size limit of ~4GB.
IMPORTANT:
- To ensure security of your data, database and files links in Neo are good for 7 days from the export completed date.
- You can always schedule another export, if needed.
- Your database is delivered right within Neo as an SQL file to provide the highest level of detail, data, and flexibility for your practice.
- SQL files can easily be imported into a MySQL instance, and then either used directly to query for information, exported to CSV files, or even converted into another database type.
Cancel a pending export request
You can cancel a pending export request by deleting the request from the Export History tab.
- Click your username. Then select Help & Support.
- Click the Export History tab.
- Locate the export with a status of Pending that you want to cancel. Then click the trash can icon.
- Click OK to cancel the request. The export request row will be deleted from the Export History tab.
Additional information
You can schedule:
- More than one export for future dates. For example, if you will use the data for monthly reporting, schedule a database export on the last day of each month.
- A maximum of 3 export for the same date.