Admin exports

Admin exports is the Application Admin view for live export files across Actualog.

Open Admin exports, or use Admin -> Integrations -> Exports in the Sidebar.

What Application Admins see

The Admin exports page shows live exports across users and ownership scopes:

• company workspace exports;
• expert workspace exports;
• application-admin platform exports.

It is an operational live view, not a recycle bin. Deleted and expired exports are intentionally hidden from the page because they are no longer actionable user-facing files.

Company users continue to use Company Workspace -> Data Integration -> Exports for company exports they are allowed to manage. Experts use Expert exports for exports they queued from Expert pages.

Export ownership

Ownership is determined by the page that queued the export, not only by the user's highest role.

Application Admins can inspect all live exports from the Admin page, but company-owned exports still follow company feature, quota, and permission rules when they are queued from company workspace pages.

Export lifecycle

Each export follows the same lifecycle:

1. The user queues an export from a supported list page.
2. Actualog checks permissions, feature access, target limits, and active queue limits.
3. The server freezes the target set so later list changes do not silently change the file.
4. A background worker writes the file to private export storage.
5. The operation becomes Completed or Completed with issues when a downloadable file exists.
6. The file remains downloadable until it is deleted or reaches its expiry time.
7. When the expiry time passes, the export is treated as Expired and is no longer downloadable.
8. Cleanup removes the backing private file and records the cleanup result.

The standard retention period is 30 days.

What expired means

ExpiresAtUtc is the UTC time when the export file stops being available for normal download.

An export is downloadable only when all of these are true:

• the operation status is Completed or Completed with issues;
• the operation has not been deleted;
• the expiry time has not passed;
• a live file record still exists.

List pages do not wait for the cleanup worker before showing the correct user experience. Company exports, Expert exports, and Admin exports all hide deleted rows, expired rows, and completed rows whose expiry time is already in the past.

This prevents stale Completed rows from appearing without a download action.

Delete and physical cleanup

Deleting an export first changes the database lifecycle state. The row disappears from user-facing export lists immediately, and the download route stops returning the file.

After the logical state is closed, Actualog removes the private blob file through the export cleanup lifecycle. Cleanup is retryable and recorded per generated file:

• PhysicalDeletedAtUtc records when the private blob was removed or was already absent.
• CleanupAttemptedAtUtc records the last cleanup attempt.
• CleanupAttemptCount records how many times cleanup has been attempted.
• CleanupError stores the latest storage-layer failure message when cleanup could not finish.

The Data Export worker runs cleanup on a bounded schedule. A normal pass runs every six hours with a batch size of 200 files. If there is a larger backlog, the worker continues on a short busy delay until the backlog drains.

Why a row or download action may be missing

An export row may be absent from Admin exports when:

• it was deleted;
• it expired;
• it belongs to a state that is no longer actionable;
• the current page is showing another page of the paged list.

A download action may be absent or fail when:

• the export is still queued or running;
• the export failed before a file was created;
• the export completed with no live file record;
• the file was deleted or expired;
• the current user cannot access that export scope.

Use the source page, owner scope, creator, counts, expiry time, and status to decide whether the export is still a live handoff or an operation that has already left the user-facing lifecycle.

Operational guidance

Do not use Admin exports as long-term storage. Export files are temporary handoff files. If the result must become a permanent business record, store the reviewed result in the correct business system, catalog, integration profile, or document workflow.

Do not manually change export rows in the database to make a file visible again. If an export expired or was deleted, queue a fresh export from the source page so permissions, filters, target resolution, and file contents are recalculated.

When investigating cleanup failures, inspect the export cleanup fields and application logs rather than asking users to find deleted rows in the Admin exports page.

Related Help

• Data exports
• Expert exports
• Export formats and filters
• Help management