Knowledge Base

Export an Instance's Data

By Godiva posted 02-17-2021 10:49

  
Export an Instance's Data

This document is intended to explain the various options of getting your information outside of Jama's software.

If you're simply looking to preserve the history of your data and don't need to store it anywhere outside of Jama, Baselines and Duplicate Projects would be good to look into.

If you'd only like to share information with colleagues who are not already Jama users, the Community article License Types and Best Practices goes into short detail about inviting users into Jama Connect. Please note that the limitations of inviting colleagues will vary depending on your company's authentication setup and your instance's Admin level Stream/Review Center settings.

If you're here looking for information on Integrations, OpsHub and Tasktop are primarily used to move data from specific fields from Jama Connect to third-party software and can be best described by your Account Manager.


Backup - .JAMA and/or XML
A backup would be best if your goal is to export a snapshot of an existing Jama Connect environment. That means it's best used to reload your information should you choose to purchase Jama Connect in the future or if you need to restore an instance. You can backup an instance into two different types, .jama and XML.

.jama backups include attachments. If you're attempting to move your self-hosted instance to cloud or if you're creating a development/sandbox instance, this is the file type we'd recommend. XML backups include the contents of your database but do not include external items such as attachments, temporary reports, avatars, etc. We would recommend .XML backups if you're looking to move to a different database but not change the app server.

To completely replace one instance's information with the information from another instance, you can restore a backup to an existing Jama Connect installation as long as it is the same Jama Connect version. This article explains the process you'd want to follow if you're working with self-hosted instances. Cloud customers will need to reach out to their Account Manager to follow through with this.
Proper steps to take when setting up or updating a test server for Jama version 8+

If your aim is to export a snapshot of an existing instance and import it into a new instance, this article in our User Guide explains migrating existing data into a fresh setup. Cloud customers will need to reach out to their Account Manager to follow through with this.
Migrate existing data

For Self-Hosted instances:
Backups are self-serviced and can also be used as a fallback when upgrading your existing Jama Connect installation to a newer version. You can read more about that from the User Guide here:
Jama Connect User Guide > Administration > System administrator > Backup and restore your data

For Cloud instances:
Your data is stored in an encrypted server in one location. Full backups of our database are performed on a nightly basis and stored in a separate physical location. This ensures that if there is a Jamacloud disaster (e.g. complete physical equipment failure) we will have a full backup from the night prior. With backups available 24x7, in the event of a disaster, customer sites can be back up within 24 hours. In the event of a catastrophic equipment failure, service can be restored to one of several geographical locations, on physical servers or virtualized instances, with an expected recovery time of 4 hours.

We can provide one data backup per year at no charge to be used for cold-storage. If you would like Support to start a workorder to generate a backup please let us know. We would make it available to you through a shared folder that you can download and file away as you wish.


Jama Data Exchange - ReqIF
To get access to Data Exchange, contact your Jama Account Manager. They can provide pricing and arrange a demo, as required. Once you've purchased Data Exchange, we'll provide you access to download the tool from the Professional Services community page.

This is an easier method of extracting your data into a usable format in a shorter amount of time. Its best use is for customers who need to export/import and share requirements with other vendors. That’s why it was built, to specifically share reqIF. So depending on what kind of info and how often, the DX may be a good option. It doesn't just live as a readable file outside of software but instead, it functions as if - your information is placed in a box. You can "mail" the box outside of Jama's software but then only another piece of software can receive and "open" that box. It’s possible it may exchange via another file type, but it was designed specifically to exchange ReqIF files. DX will allow the user to export, import, and duplicate item data (fields, images, attachments in rich text), relationships within the same project, and hierarchy (folder structure) in a single-step process in ReqIF format.


Manual Export - Word and/or Excel
There is no out-of-box, self-service way to export all of a project's data into a ready-to-use format. However, you can export all of the items in a project.

If you want the export to be used as documentation, the best way is by using a Word document export. To export a project via List View so that it can be re-imported into another project or Jama instance as mentioned here, the best way to do it would be through an Excel file export. We recommend you export sets of different item types separately, as you won’t get all fields properly organized if you export all the project's items at once. Jama imports can only process one item type at a time.

We have two types of documents that help you export your work. Office Templates and Reports.

Templates are just structured format limited to data stored in the UI. When we are saving information as a template, we are creating another view for the data. A template can be exported either as-is or used in reports. Both self-hosted and cloud users can create and upload their own customized office export templates.

Advanced Reports are used to avoid the UI when structuring and exporting information, whereas templates are more reflective of the information shown in the UI. A report is an export with information either being pulled from database queries (BIRT) or API calls (Velocity), both of which aren't capable through the UI. Because Reports pull information from permission-sensitive places, we only allow users with access to a self-hosted instance to create and test their own Reports. For users without access to a self-hosted instance, you can either choose from the out-of-box reports included upon your initial set up, ask Support to upload a Jama approved Community report onto your instance, or ask your Account Manager to initiate a Services Engagement and build you a custom report.

These methods work best as a project or item level export, if you'd like to export your data in a read/write format outside of any software. To do this, you shouldn't export more than 1,000 items at a time as that has been tested and found to generate very high memory consumption. They also can take a very long time to complete, which destabilizes the system if they are run concurrently with other high load activities. More information about Jama's performance guardrails can be found here.

If you'd like to write your own template, report, or API call please refer to the following links:

Ask Jama Software: Getting Information In and Out of Jama

How to decide which Jama reporting tool to use

Custom Word Template Easy Start Guide

Introduction to Advanced reporting


Exporting a large amount of information can be an in-depth process. For anymore information please reach out to either your Account Manager or to Jama's Support team.
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