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Data Retrieval & Export Request Form

Learn how to complete and submit the Data Retrieval Request Form to access or export your account data, including eligibility requirements, submission steps, and what to expect after your request is processed.

Written by Kyle Goodman

📝 Overview

This article explains how to request either a one-time export of data, temporary access to data hosted on DaySmart’s servers, or a temporary license to open your desktop software for a cancelled account. It outlines eligibility, submission steps, and what to expect after you request access.

Below is a list of what can be exported from your DaySmart Pet database:

  • Clients and Pets Export (These will be exported into separate files and will contain a list of all clients in the database including inactive.)

  • Products Export

  • Services Export

  • Employees Export

  • Client Notes Export

  • Full XML Backup (This will be XML format, it is not readable and you would need to partner with an outside tech individual to convert to readable information)

🔑 Authorizations

Before submitting your request, ensure you have:

  • Confirmation that you are the account owner submitting this request. We're unable to process requests submitted by employees or other users on the account.

  • Clear understanding of your account status and what you are asking for (export vs. temporary access vs. temporary license).

  • Awareness that this request is treated as a one-time courtesy; future access is not guaranteed.

🛠️ Procedure

This section outlines how to complete and submit the Data Retrieval & Export Request Form, including key preparations and what happens after submission.

⚠️ Before you submit:

  • Confirm your account still hosts the required data; data may be deleted after a period of inactivity.

  • Identify exactly what you need: export, temporary access, or a license.

  • Recognize that no phone/email/chat support is included with temporary access or license.

📥 Try a Self-Service Backup First

Before completing the form below, you may be able to retrieve the data you need on your own, often faster than waiting on a formal request.

Download Your Backup

  1. Go to More > Settings > Support > Download Backup.
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  2. This will download a full backup of your account data as an XML file.

💡 Note: XML backups contain all of your account data in a structured but dense format. While technically a text file, it's not organized for easy browsing. Converting it to CSV or another readable format makes the data usable in a spreadsheet or other software.

Converting Your Backup to Usable Files

You can use an AI tool like Claude to convert your XML backup into individual CSVs for each table:

  1. Go to your Claude account (claude.ai).

  2. Upload your XML backup file.

  3. Enter the prompt: "Convert this to CSVs."

  4. Use a strong reasoning model (like Opus) for the best accuracy — a full backup can include 20+ tables and a large amount of data.

  5. Claude will return a manifest listing each table it created, along with row and column counts, and a downloadable ZIP file containing all the CSVs.

  6. Unzip the file and review a table or two to confirm the data looks correct.

📄 Fill Out & Submit the Form

If the self-service backup doesn't cover what you need, follow the steps below to submit a formal request:

  1. Click this link for the Data Retrieval Request Form.
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  2. Complete all required fields on the form, incomplete submissions cannot be processed.
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  3. Review the form for accuracy, incorrect information will delay the transfer of files or access to the account.
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  4. Submit the form as instructed to initiate processing.

📬 What Happens After Submission

  • The request will be reviewed and validated by the company.

  • If approved, your data export files will be sent to the admin requestor on the form or your account will be reactivated for 24 hours (temporary license) as specified.

  • After the time period ends, access will be deactivated.

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.

How long does the data export or access take?

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Processing usually takes up to 2 business days, depending on request volume and data scope.

What happens if my data was deleted due to inactivity?

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Data hosted by DaySmart is deleted after extended inactivity. If data is already removed, your request may be denied or you may receive limited data.

Will I receive ongoing access after submission?

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No, access is granted as a one-time courtesy for the specified time only. Further access requires a new arrangement.

How can I find my total client count without submitting this form?

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Your total client count is available directly in your account — no export needed. From the Cloud website, click Clients/Pets to open your client list; your total count is displayed at the top of the page.

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