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Getting a complete record of your projects and data

Every project keeps a full record of its engagement. Here's how to download it, print it, and keep a copy for your records.

Written by Amy Gagnon

Each project in PublicInput keeps a complete record of everything that happened in it: the content you published, every survey response and comment, meeting comments, contacts who signed up, and project emails. You can download that record at any time, print the project as it appeared to the public, and keep a copy for your files.

This is useful when a project wraps up, when you need to meet records retention rules, or when you're closing out a contract and want everything in hand.

1. Download the project's data

Open your project and go to the Results & Data tab. Everything you can download lives in the Data Output section:

  • Response Data: one row per participant with all of their survey answers.

  • Comment Data: one row per comment, including comments from meetings. Leave the filters blank to get everything.

  • Contacts: everyone who subscribed to the project or left contact info. Use Download All Participant Contacts to get the full list.

  • Sent and Received Emails: any messages sent or received through the project's email address.

  • Comment Attachments: any files or photos people attached to their comments.

The Data Output section of a project's Results & Data tab, with export options for Response Data, Comments, Comment Tags, Contacts, and General records and archiving, plus a history of past exports with download buttons.

Exports run in the background. When one is ready it shows up in the Export History table with a download button, and past exports stay there so you can grab them again later. Full steps are in How do I download all my data & responses?

If your project collected map comments, you can also export your map responses to a GIS application.

2. Print the project

Under General records and archiving, click Printable Project Page. This opens a print-ready version of the project that shows every step, with its content and questions, so you have a record of what the public actually saw. Use your browser's print dialog and choose Save as PDF to keep a digital copy.

The General records and archiving panel, showing the Sent and Received Emails download, the Printable Project Page button, and the Comment Attachments download.

3. Save your report as a PDF

Dynamic Reports turn your results into charts and summaries. You'll find them at the top of the Results & Data tab. They update as new responses come in, so save a PDF after the project closes to capture the final numbers. Open the report, click Options, then Print, and choose Save as PDF. See How to download a Dynamic Report as a PDF file.

The Dynamic Reports list on the Results & Data tab, with each report's name and buttons to view, edit, or delete it.

A simple checklist for closing out a project

  1. Close the project to new responses.

  2. Download Response Data, Comment Data, Contacts, Emails, and Comment Attachments.

  3. Open the Printable Project Page and save it as a PDF.

  4. Save your Dynamic Report as a PDF.

  5. Store the files wherever your organization keeps project records.

Need help pulling data for a lot of projects at once? Reach out to your Customer Success contact or message us using the chat bubble and we'll help.

Related articles

How do I download all my data & responses?
​How to download a Dynamic Report as a PDF file
​Navigating the Results & Data tab
​Filtering downloaded data
​Filtering downloaded comments in your Comment Export (.CSV)
​Exporting your map responses to a GIS application
​Project Data
​Closing a Project
​How to print a survey

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