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Overview

AppFlowy provides comprehensive data export and import capabilities to ensure your data is portable, backed up, and easily transferable. Since version 0.9.7, you can export your entire workspace as a ZIP file and import it back at any time.
Regular backups protect your work and ensure you can recover from data loss or migrate to a new device.

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Export Workspace as ZIP

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What Gets Exported

When you export your workspace, AppFlowy includes:
  • All documents and pages
  • Database views (Grid, Board, Calendar)
  • Document formatting and styling
  • Embedded images and files
  • Workspace settings and preferences
  • Favorites and recent pages
Workspace exports preserve your complete data structure, making it easy to restore everything exactly as it was.

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Exporting Your Workspace

1

Open Settings

Navigate to Settings → Manage Data in AppFlowy Desktop
2

Select Export

Click on Export Workspace to begin the export process
3

Choose Files

Select which pages and spaces you want to include in the export
  • Select All: Export everything
  • Custom Selection: Choose specific pages or spaces
4

Choose Destination

Select a folder where you want to save the exported ZIP file
5

Confirm Export

Click Export and wait for the process to complete. Large workspaces may take a few moments.
Export Location Recommendation
# Recommended backup locations:
~/Documents/AppFlowy-Backups/
/path/to/external-drive/AppFlowy/
/path/to/cloud-sync-folder/AppFlowy-Backups/
Ensure you have sufficient disk space for the export. Large workspaces with many images can result in large ZIP files.

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Import Workspace

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When to Import

  • Restoring from a backup
  • Migrating to a new device
  • Recovering deleted data
  • Setting up AppFlowy with existing data

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Importing Your Workspace

1

Open Settings

Navigate to Settings → Manage Data
2

Select Import

Click on Import Workspace or Import Data Folder
3

Choose ZIP File

Select the workspace ZIP file you previously exported
4

Confirm Import

Review the import details and click Import
5

Wait for Completion

AppFlowy will extract and restore your data. This may take time for large workspaces.
Importing a workspace creates a new workspace in AppFlowy. Your existing workspace will remain unchanged.

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Individual File Export

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Export Documents

You can export individual documents in multiple formats:

Markdown

Export as .md files for use in other applications

HTML

Export as HTML for web publishing

Plain Text

Export as .txt for universal compatibility

PDF

Export as PDF for sharing and printing

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Exporting a Document

  1. Open the document you want to export
  2. Click the More menu (three dots) in the top right
  3. Select Export
  4. Choose your preferred format (Markdown, HTML, PDF, or TXT)
  5. Select the destination folder

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Export Databases

Databases can be exported in CSV format:
1

Open Database

Navigate to the database view you want to export
2

Access Export

Click the More menu (⋮) in the database toolbar
3

Export as CSV

Select Export → CSV from the menu
4

Save File

Choose where to save the CSV file
CSV exports include all visible columns and rows. Hidden columns are not included in the export.

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Data Portability

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AppFlowy Data Format

AppFlowy stores data in an open format:
  • Documents: JSON-based format with full formatting
  • Databases: Structured data compatible with CSV export
  • Settings: Plain text configuration files

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Migrating Between Versions

When upgrading AppFlowy:
  1. Export your current workspace before upgrading
  2. Install the new version
  3. Test the new version with a fresh workspace
  4. Import your backup if migration is needed
Major version upgrades (e.g., 0.8.x to 0.9.x) may require data migration. Always backup before upgrading.

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Backup Strategies

Daily

Quick exports for active projects

Weekly

Full workspace export

Monthly

Archive backup to external storage

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Manual Backup Workflow

1

Schedule Regular Exports

Set a reminder to export your workspace weekly or after significant changes
2

Use Versioned Names

Name backups with dates: AppFlowy-Backup-2025-03-09.zip
3

Store in Multiple Locations

Keep backups in at least two locations:
  • Local external drive
  • Cloud storage (encrypted if sensitive)
4

Test Your Backups

Periodically test importing a backup to ensure it works

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Automated Backup Options

Example: Script for Automatic Backups
# This example shows how to automate backups using sync folders

# 1. Export to a cloud-synced folder (e.g., Dropbox, Google Drive)
# Set export location to: ~/Dropbox/AppFlowy-Backups/

# 2. Use time-stamped filenames
# Manual export will save as: workspace-2025-03-09.zip

# 3. Set up folder sync with version history
# Most cloud providers keep 30-day version history
While AppFlowy doesn’t have built-in automatic backups yet, you can manually export to a cloud-synced folder for automated backup.

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Cross-Platform Migration

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Moving Between Devices

1

Export on Source Device

Export your workspace as ZIP on the original device
2

Transfer File

Copy the ZIP file to your new device via:
  • USB drive
  • Cloud storage
  • Network transfer
3

Install AppFlowy

Install AppFlowy on your new device
4

Import Workspace

Import the ZIP file on your new device

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Platform Compatibility

Workspace exports are compatible across:
  • macOS ↔ Windows ↔ Linux (Desktop)
  • Desktop ↔ Mobile (with limitations)
Some features may differ between platforms. Test your imported workspace to ensure everything works as expected.

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Selective Export

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Exporting Specific Pages

To export only certain pages or spaces:
  1. Navigate to Settings → Manage Data → Export Files
  2. In the export dialog, deselect spaces or pages you don’t want to include
  3. Choose Select All to quickly select everything, or Deselect All to start fresh
  4. Check only the items you want to export
  5. Proceed with the export
Selective exports are useful for sharing specific projects or creating partial backups.

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Troubleshooting

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Export Issues

  • Check available disk space
  • Close other applications to free up memory
  • Try exporting smaller sections individually
  • Restart AppFlowy and try again
  • Use selective export to export only needed pages
  • Export databases separately as CSV
  • Consider compressing large images before adding to AppFlowy
  • Ensure images are properly embedded (not just linked)
  • Check that image files aren’t in use by other applications
  • Try exporting again with fewer pages to isolate the issue

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Import Issues

  • Verify the ZIP file isn’t corrupted (try extracting manually)
  • Ensure you’re using a compatible AppFlowy version
  • Check that you have write permissions to the data folder
  • Try importing on a fresh installation
  • Version differences may cause formatting changes
  • Some features may not be available on the target platform
  • Databases may need to be refreshed
  • Large workspaces take time—be patient
  • Close other applications to free up resources
  • Ensure adequate disk space is available
If import fails repeatedly, check the AppFlowy GitHub Issues for known problems or report a new issue.

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Data Security

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Encryption Recommendations

For sensitive data:
  1. Encrypt exported ZIP files using tools like:
    • 7-Zip with AES-256 encryption
    • VeraCrypt for encrypted containers
    • Your OS’s built-in encryption (FileVault, BitLocker)
  2. Use secure transfer methods:
    • Encrypted cloud storage
    • Secure file transfer protocols (SFTP)
    • Encrypted messaging apps for sharing
  3. Store backups securely:
    • Encrypted external drives
    • Password-protected cloud storage
    • Physical security for backup devices
AppFlowy workspace exports are NOT encrypted by default. Add your own encryption layer for sensitive data.

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Next Steps

Vault Workspace

Learn about private, offline workspaces

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Customize your workspace appearance

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