Exporting Data from Shelf

Shelf provides multiple ways to export asset data as CSV — whether you need a selection of items, a filtered view, or a full workspace backup. This guide covers all three methods, what each includes, and the reporting scenarios they're best for.

Three Export Methods

1. Export Selected Assets

Navigate to the Assets index
Select the assets you want using the checkboxes
Click Export selection at the top of the asset list
Your selected assets download as a CSV file

Assets index showing the export toolbar

2. Export a Filtered View

Apply any filters in the Assets index (category, location, custodian, tags, status)
Click Select all X entries to include all matches across every page
Click Export selection to download the filtered CSV

Filter-then-export is the most common reporting path — see Common reporting scenarios below. For the full filtering reference, see Advanced Asset Index: Complete Guide.

3. Workspace Backup (full export)

Go to Workspace Settings → General
Click Download CSV to get a complete backup of every asset in the workspace

Workspace settings showing the Download CSV button for asset backup

Important: QR codes are not included in the backup. Shelf's QR codes are tied to unique system IDs — if you restore a backup, the system issues new QR codes for the restored assets. Contact support if you need a full restoration.

What's Included in Each Export

Selected and filtered exports include the columns currently visible in your view. Customize the columns by clicking the Columns control in the top-right and toggling which fields display.

Typical fields included:

Name, Description, Category, Tags, Location
Status (Available, In custody, etc.)
Custody (the current custodian)
QR ID and Asset ID / SAM ID
Value, Purchase date, any other custom fields you've defined
Activity history (on selected exports; not on filtered views)

The workspace backup is broader and includes internal fields not intended for re-import.

Common Reporting Scenarios

Assets assigned to a specific custodian

Click Filter → choose Custody → pick the person
Select all filtered results
Export selection

Useful for offboarding reports, asset recovery after a role change, or quarterly accountability reviews.

All assets in a given category

Filter → Category → pick the category
Select all → Export selection

Useful for category-level financial reporting or insurance documentation.

Available assets in a specific location

Filter → Status = Available AND Location = the site
Select all → Export selection

Useful for what-can-I-pick-up-today snapshots for teams planning on-site work.

Assets due for maintenance

If you track maintenance dates in a custom field, filter by that field
Alternatively, use tags (e.g. needs-service) and filter by tag
Export the list to drive a maintenance schedule

See Asset Reminders for setting up recurring maintenance notifications alongside your exports.

Using Exports for Bulk Updates

A common workflow: export a filtered selection, edit the CSV in Excel or Google Sheets, re-import to apply changes at scale. The Update Existing Assets feature handles this with a preview step that shows every field change before anything is saved.

Important: Only use Asset Index exports for re-import updates — not the Workspace Backup CSV. Backup exports include internal fields not intended for re-import, and uploading one as an update file can corrupt data.

Full walkthrough: Bulk Updating Assets via CSV.

Troubleshooting

Getting unexpected results when filtering?

Check for conflicting filters applied simultaneously
When filtering by custodian, remember registered users and Non-Registered Members (NRMs) are handled separately
Clear all filters and re-apply one at a time if results look wrong

Export missing columns you expect?

Click the Columns control and verify the fields you want are enabled
Reorder columns before exporting — the CSV respects the current display order

Too much data to export at once?

Narrow with filters before selecting
Export by location or category in separate passes

Exporting Other Data Types

Bookings — separate export flow. See Exporting Booking Information.
Audits — export as PDF or CSV from the audit detail page (covered in the audit feature docs).
Team members — the Team page has its own export option for user lists.

Advanced Asset Index: Complete Guide — full filtering, sorting, and column reference
Bulk Updating Assets via CSV — export + edit + re-import workflow
Importing Assets to Shelf: CSV Guide — the import side of the same workflow
Using Batch Actions in Shelf — bulk changes without exporting