SQL database exports give your organization direct access to your raw Apricot data in MySQL (.SQL) format. They’re designed for advanced users who want to run external analytics, build custom reports, or store data snapshots outside of Apricot.
What Is a Database Export?
A database export is a downloadable .SQL file containing a full backup of your live Apricot database.
Any data that exists in your production database at the time of the export is automatically included; partial exports are not available.
To access your data, you’ll need a MySQL server and MySQL Workbench (or another compatible client). Once you download your file, restore it to your MySQL server, then query the restored database as needed.
You do not need a license to use MySQL. It is free and open source under the GNU General Public License. You can learn more and download MySQL Community Edition here.
Exports cannot be restored in Microsoft SQL Server or any non-MySQL database platform.
For official instructions on restoring a MySQL database, review MySQL’s documentation.
Types of SQL Exports
Apricot offers two types of SQL exports:
One-time export: A full backup file of your database, including attached and imported files.
Recurring export: A nightly backup of your full database (not including attachments or imported files).
Each night’s backup overwrites the previous version.
Attachments are not included in recurring exports.
Important notes:
The export process cannot be customized (e.g., no partial exports or renamed files).
Backup scheduling and file naming conventions cannot be changed.
How Long Does It Take to Receive the Export?
It takes about two weeks to complete the initial setup of your SFTP connection and generate your first export. The timeframe can vary depending on the size and complexity of your database.
You cannot request a specific time for delivery. Exports are typically available by the start of business hours on the designated day.
How Are Exports Delivered?
Backup files are compressed and uploaded to a secure AWS S3 bucket, accessible through Bonterra’s SFTP server.
When your export is ready, you’ll receive a Word document containing:
Your AWS S3 connection details
AWS Access Key ID
Keeper links for your AWS Secret Access Key and zip file password
Organizations can use these credentials to connect, download, and (optionally) automate transfers to internal servers or data warehouses.
Important:
One-time exports are available for 30 days after completion. After that, they’re automatically deleted.
We recommend testing your SFTP connection immediately to confirm access before your file expires.
Is There a Cost?
Yes. Both one-time and recurring exports are paid offerings.
To purchase or modify your export service, contact the Account Management team here.
If you need a CSV export or partial data extract, the Professional Services team can provide this under a separate scoped project.
How Do I Access the Data?
You can use any SFTP client to download your files. However, we recommend using CyberDuck, a free and open-source SFTP solution that has been verified for Apricot’s setup.
Note: If CyberDuck requests a registration key, you can safely skip this step.
To locate your backups, go to Menu → Bookmark → History → Find AmazonS3.
After downloading, unzip the file using your password provided via Keeper.
Notes:
If you encounter errors unzipping on macOS, use The Unarchiver, a free file archiving tool.
If you receive a password error when trying to unzip your export, check for a blank space at the beginning or end of the pasted password. Remove them, and try again.
Keeper Links
The Keeper links provided in your Word file are available once only and expire after one week. We recommend opening them immediately and saving your keys securely.
If your Keeper link expires:
Bonterra can recover passwords for recurring exports.
One-time export passwords cannot be recovered, and the export may need to be reprocessed.
Clicking on a Keeper link will take you to a page similar to the following image:
A description of the record being shared is found at the top. Clicking the eye icon to the right will reveal the hidden record.
One-Time Exports
The file name will be your organization ID (e.g., 5828.zip).
Once unzipped, the folder will contain:
A .SQL file (your database)
A folder of your attachments and imported files
Attachments are named based on their original document titles.
Recurring Exports
The file name will be databasebackup.zip.
The unzipped folder will contain a single file named
database.sql.Attachments are not included in recurring backups.
What Support Can Bonterra Provide?
Bonterra can:
Provide and troubleshoot SFTP credentials.
Confirm AWS connectivity.
Bonterra cannot:
Download or restore your data for you.
Extract data from .SQL files.
Provide assistance with SQL syntax or MySQL configuration.
Any automation or custom data workflows must be managed by your organization’s IT or data team.
Common Questions
Q: I get an error that I don’t have permission to access the S3 bucket.
This typically occurs when the connection path is missing your assigned folder (e.g., SAASOPS-ticketnumber). Ensure the folder name is included in your SFTP path.
Q: My one-time export is too large to download.
This usually indicates an unstable internet connection.
Bonterra can reprocess the export and split it into smaller zip files if needed.
Q: I get an error when restoring due to a missing table.
If a referenced table is missing, “comment out” that section of the .SQL file and try again. If you need additional support, consult with the Professional Services team here.
Q: Is there a mapping document or data dictionary?
Yes. Your SQL export includes a built-in mapping table called forms_metadata_view.
This table contains field, section, and form information for your database.
To access it:
Restore your full database (or just the forms_metadata_view table).
Run queries against that table to view your data schema and form relationships.
For more details on restoration, refer to MySQL’s official documentation.
Q: How can I view relationships between Tier 1 and Tier 2 records?
Relationships can be viewed in the Documents table. Each Tier 2 record includes a Parent ID that matches the Document ID of its Tier 1 record. This relationship allows you to confirm data hierarchy in your queries.
Q: How can I filter for active forms and records?
You can filter for active records using the Active column in the Documents table.
A value of 0 indicates an archived record.
Example SQL query:
SELECT * FROM documents WHERE id = $record_id AND active = 1;