Purpose of this article
Learn how to export unprocessed field values as originally entered in the Data Collection Portal — before any calculations or transformations are applied.
When to use this export
Export raw data when you need:
- Audit trails showing original input values
- Complete database backups
- Data for external processing or quality checks
- A snapshot of all entered fields at a specific point in time
Quick start: Exporting raw data
Navigation path:
Data Collection Portal → Portfolio → Asset List
Steps:
- Select the assets you want to export using the checkboxes on the left (or check the top checkbox to select all assets)
- Click Download in the floating action bar at the bottom of the screen
- Choose your download option:
- All fields — Export every available field
- Custom selection — Select specific sections and fields to include
- Click Download template
What you'll get:
A Scaler Spreadsheet containing all selected fields and their raw values for the chosen assets.
Understanding the Scaler Spreadsheet format
The raw data export uses the same format as Scaler's bulk upload spreadsheet. This means:
- Data is organized by section (Asset details, Energy consumption, etc.)
- Each row represents one asset or one data entry
- Field names match exactly what appears in the Data Collection Portal
- The Descriptions & Guidance sheet explains each field
Note: This export gives you raw data only. It does not include calculated metrics like energy intensities or GHG emissions. For calculated metrics, use the Data Export instead.
Download options explained
All fields
Downloads the complete Scaler Spreadsheet template with all available data points for your selected assets.
When to use:
- You need a full backup of all entered data
- You're conducting a comprehensive audit
- You want to see everything without pre-filtering
Custom selection
Lets you choose specific sections and individual fields to include in the export.
When to use:
- You only need certain data categories (e.g., just energy consumption)
- You want a lighter file for faster processing
- You're sharing data externally and need to limit what's included
How to use custom selection
- Click Download in the floating action bar
- Choose Custom selection
- In the modal, check the boxes for:
- Specific sections (e.g., Energy Consumption, Asset Details)
- Individual fields within those sections
- Click Download template
The export will contain only the sections and fields you selected.
Handling active Data Requests
If any of your selected assets have active Data Requests, you'll see a warning message when downloading.
What this means:
Changes for these assets are currently pending through a Data Request. Downloading now and importing updates while Data Requests are in progress could create new records and prevent the pending changes from applying correctly.
Affected assets are listed in the warning message.
What to do:
- Review and approve/reject active Data Requests before downloading and re-uploading
- Or download for reference only (don't re-upload until Data Requests are resolved)
Using exported data
For audits:
The raw data export shows exactly what was entered in each field at the time of download. However, this spreadsheet reflects the current state of your data and will change as values are updated.
For audit purposes with time-stamped documentation, framework reports offer a better solution. Most framework reports (like the GRI Annual Report) include an audit trail option when generating the report. These audit sheets are time-stamped and contain only the data used to generate that specific report version, creating a permanent record linked to that submission.
For backups:
Export with All fields selected to create a snapshot of your database at a specific point in time. While Scaler maintains internal change logs, periodic exports can serve as additional reference points if needed.
For external processing:
You can download raw data, perform analysis or transformations in external tools, then re-upload the Scaler Spreadsheet if needed. Ensure no active Data Requests exist before re-uploading to avoid conflicts.
Troubleshooting & common mistakes
Issue: I don't see a Download button → Solution: You haven't selected any assets — check at least one asset checkbox on the left side of the Asset List
Issue: The warning says assets have active Data Requests → Solution: Navigate to Data Requests to review and resolve pending requests before downloading and re-uploading
Issue: I need calculated metrics like energy intensity → Solution: This export only contains raw input data — use the Data Export for calculated metrics instead
Issue: The spreadsheet has many empty columns → Solution: You selected "All fields" which includes fields you haven't filled in yet — use "Custom selection" to export only populated sections