Exporting all data from ConfTool Pro

I want to export all data from ConfTool Pro. What do I have to do?
 
(A German version of this article is available.)

It depends on your requirements what data you might want to keep after the conference. Below are some hints that might help you not to forget anything.
 
ConfTool Pro has two main modules, and which sections apply to you depends on the modules you used:
 

Which modules did you use?	What you should export
Every installation	All available data exports (section 1); other pages for reference (section 6)
Submission, Reviewing & Scheduling	Abstracts, uploaded files and copyright agreements (section 4); the conference agenda (section 5)
Participant Registration	Invoices and receipts (section 2); confirmations of participation (section 3)

1. Export Functions (Every Installation)
 
Please go to:
Overview => Data Import and Export => Export Data
 
... and export all required data here. We recommend going through all available export options step by step.
 
Under "General Settings for Data Export" you can select the file type of your export:

• Use the Excel/XML format if you want to open the data in Excel.
• Use the CSV format for all other purposes (also Filemaker, Open Office, bookkeeping software, etc.).

2. Invoices and Receipts (Participant Registration)
 
It is always advisable to keep copies of all invoices and receipts. Please go to:
Overview => User and Participant Management
 
... and select:

• Bulk Printing of Invoices
• Bulk Printing of Payment Receipts

Now you can either print all invoices and receipts on paper and/or create PDF files, as described in the documentation How and Why to Create PDF Files. PDF files are always handy if participants ask you later for a (digital) copy of their invoice.
 
3. Confirmations of Participation (Participant Registration)
 
If you provided confirmations of participation, we recommend exporting them as well. Please go to:
Overview => User and Participant Management
 
... and select "Bulk Printing of Confirmations for Participation".
 
If you have created confirmations for single events, please go to:
Overview => User and Participant Management => List of All Registrations for Participation
 
Using the filter function, select the event for which you would like to export the confirmations. Then open the drop-down menu "Related Functions" and choose "Create Confirmations for Attending Event XXX for Current List" to download all confirmations for this single event.
 
4. Abstracts, Uploaded Files and Copyright Agreements (Submission and Reviewing)
 
If your authors uploaded files (e.g. PDFs or Word documents), you should save these files as well.
 
Final, camera-ready uploads
Overview => Submissions & Reviews => Accepted Contributions with Final Versions
Open the drop-down menu "Related Functions" and choose "Save All Files as ZIP Using the Current Filter" to download all final version uploads as one ZIP file.
 
Files uploaded before the review process
If you did not ask for final version uploads, or if you want to keep the first uploads as well, please go to:
Overview => Submissions & Reviews => List of Submissions
... and use "Save All Files as ZIP Using the Current Filter" in the same way.
 
Abstracts only
If your authors did not upload any files, or if you only need the abstracts, please go to:
Overview => Submissions & Reviews => List of Submissions
... open the drop-down menu "Related Functions" and select "Save Abstracts of Current Page to Disk" to save all abstracts entered online by the authors as one Word file.
 
Signed copyright agreements
Overview => Submissions & Reviews => Show and Print all Signed Copyright Forms
Please keep in mind that copyright forms need to be enabled, as described on the page How to let authors sign an electronic copyright form.
 
Downloading many files at once
As an alternative to the ZIP functions above, you can use the browser extension DownThemAll (available for Firefox and Chrome) to download all files in one step, as described in the documentation Downloading Multiple Files from ConfTool.
 
5. The Conference Agenda (Scheduling)
 
If you created your conference agenda with ConfTool and want to keep a copy of it, the easiest way is the export function built into ConfTool Pro. Please go to:
Overview => Data Import and Export => Static Agenda Export (ZIP)
 
ConfTool generates a ZIP archive containing a static, browsable copy of your agenda, so no additional software is required. Please note that this export does not include the files linked in the agenda.
 
If you also need the linked downloads, or if you prefer another method, please see Create a Browsable Copy of the Session Overview, which describes the tools HTTrack, WebScrapBook and wget in detail.
 
6. Other Pages of Your Installation (Every Installation)
 
If the export options above are not sufficient, you can save further pages of the system on your hard drive for reference purposes. We recommend the browser extension WebScrapBook for Firefox or Chrome. It also saves dynamic pages and keeps your current session, so that pages behind the login can be stored as well.
 
A step-by-step description of the required settings can be found in the documentation Create a Browsable Copy of the Session Overview.
 

Please note: We routinely keep a copy of your conference settings (without any personal data) so that all relevant parameters can be reused for the next conference. If you do not want us to keep a copy of these settings, please let us know.