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Exporting Data from EnrollNow

EnrollNow allows Site Admins to create customized exports containing the participant and study data needed for reporting, analysis, record review, or use in another approved system.

Users can select specific data fields, build reusable Export Configurations, and share configurations with other members of their team. This allows teams to create consistent exports without rebuilding the same field selections each time.

What Can Be Exported?

The data available for export depends on your permissions, study access, and the information configured within your EnrollNow site.

Export options may include the following categories.

Participant and Registry Information

Participant and Registry data is global information that belongs to the participant and may be available across the site.

Variable available to export for Global Data include:

  • Global ID
  • Participant name
  • Date of birth
  • Demographic information
  • Participant Contact information (phone, cell, address)
  • Family ID
  • Tags
  • Date Created
  • Global Custom Variables
  • Contact for Future Studies
  • Logs(comments, contact, consent and email)



Study-Specific Information

Study-specific information belongs to a participant’s record within an individual study.

In addition to those variables listed above. Study-level variables available to export include:

  • Custom ID
  • Participant status (statusid)
  • Date added to the study
  • Study-specific or Global Custom Variables
  • Recruitment Source, Site, and Strategy (sourceid, siteid, strategyid)
  • Events and event dates
  • Survey or form submission data
  • Consent information
    • Signed Consent Form
    • Date Signed Consent Form

The fields displayed in the export area may vary based on the studies and features configured for your site.

Creating an Export

To create an export:

  1. Go to Site Admin. 
  2. Open the Export area in EnrollNow.
  3. Select New Export Config.
  4. Select area to download data from.  Choose Global Data Only OR choose a Study Name.
  5. Review the available variables and select the fields you want included.
  6. Review your selected fields to verify accuracy.
  7. Click Download to download data.
  8. Click Save to save the configuration for future use.
  9. Popup will appear.  Name the Export Config, give it a description and share with other users.
  10. Click Save to save the export.

The downloaded file will contain the selected fields for participants who meet the export criteria.

TIP: Include the Global ID with each export. The Global ID provides a unique participant identifier and can make it easier to distinguish between participants with similar names.

Reviewing Your Export

After downloading the file, review it to confirm:

  • The expected participants are included.
  • The selected fields appear in the file.
  • Study-specific data comes from the intended studies.
  • Dates and Custom Variable values appear as expected.
  • The file does not contain unnecessary participant information.

Always store and share exported files according to your organization’s data security and participant privacy policies.

Saving an Export Configuration (new June 2026)

When you frequently export the same type of data, you can save your selected fields as an Export Configuration for future use.

To save a new Export Configuration:

  1. Build the export by selecting the fields and variables you want to include.
  2. Locate New Export Config.
  3. Enter a name for the configuration.
  4. Select Save.

The saved configuration will appear under My Exports on the left side of the screen.

The next time you need the same data, open the saved configuration instead of selecting each field again.

Managing a Saved Export Configuration

The creator of an Export Configuration can open it and use the options in the upper-right corner of the screen.

These options include:

  • Save: Save changes made to the existing configuration.
  • Copy: Create a separate copy of the configuration.
  • Settings: Update the configuration details and sharing options.

Only the original creator can modify the original Export Configuration. The creator can:

  • Add or remove variables
  • Change the configuration name
  • Update the description
  • Change who the configuration is shared with
  • Delete the configuration

Sharing an Export Configuration

Export Configurations can be shared with other EnrollNow users. Sharing allows teams to use a common export setup without requiring each user to build the same configuration independently.

To share a configuration:

  1. Open the saved Export Configuration under My Exports.
  2. Select Settings in the upper-right corner.
  3. Select the users who should have access.
  4. Save the updated settings.

Users with whom the configuration is shared can open and use the original configuration, but they cannot modify or delete it.

On a shared Export Configuration, these users will see only the Copy option in the upper-right corner.

NOTE: Sharing an Export Configuration provides access to the configuration setup. The data included when the export is generated remains dependent on each user’s permissions and study access.

Copying an Export Configuration

Both the original creator and users with whom the configuration is shared can create a copy.

To copy a configuration:

  1. Open the saved export configuration under MyExports or shared Export Configuration under Shared with me.
  2. Select Copy in the upper-right corner.
  3. Enter a new name for the copied configuration.
  4. Add or remove variables as needed.
  5. Modify the Description as needed.
  6. Save the new configuration.

The copy is treated as a separate Export Configuration. The user who creates the copy becomes its owner and can modify its fields, name, description, and sharing settings without affecting the original configuration.

Benefits of Saving and Sharing Export Configurations

Saved and shared Export Configurations can help teams:

  • Reduce the time required to build recurring exports
  • Use consistent field selections across a study team
  • Create a standard starting point for common reports
  • Reduce the risk of accidentally omitting required variables
  • Allow users to customize copies without changing the original
  • Maintain separate configurations for different reporting or operational needs

Additional Resources for Exporting Data

For more detailed instructions on how to export pieces of data visit these additional articles: