Exports

The Export menu on the Entries page, on the selection bar, and on the Results leaderboard holds three exports:

• Entries (CSV): the entries spreadsheet, one row per entry.
• Files and PDFs (zip): every submitted entry's uploads, an entry.pdf per entry, and the spreadsheet, in one archive.
• Score matrix (CSV): every judge's scores side by side, one row per entry and category.

While any entry is in progress, the menu also offers In progress (CSV), the entries started but not submitted.

Recent exports at the bottom of the menu lists the archives being prepared and the ones ready to download.

Files and PDFs

Click Files and PDFs (zip) to open the export options. The archive covers the entries the page is filtered to (a category filter gives you one zip per category, a search gives you the matches, an answer filter gives you the entries with that answer), or the rows you ticked when you start it from the selection bar. While a program is in Test mode its sample entries are exported like real ones, so you can see the archive before anyone enters; they are cleared when you go live. Withdrawn entries are always left out. Unpaid entries (received, fee not yet settled) are left out unless you switch on Unpaid entries under Include.

Group by sets the folder tree:

• Category, then entry (the default): one folder per category with each entry inside. An entry in two categories appears under both.
• Entry only: one folder per entry at the top level.
• Entrant: one folder per entrant with their entries inside.
• Question: one folder per file question with every entry's files inside, each named like its entry folder. Use it to gather all the sketches in one place for a print run, or all the consent forms for a records check.

The zip is named after the grouping, like spring-awards-files-by-question-2026-09-23.zip, so two exports from the same day are easy to tell apart.

Preset sets what the archive reveals:

• Full: everything you see, including entrant names, consent forms, and answers hidden from judges.
• Judge-safe: what a judging panel working offline may hold. Folders are named by entry code only, questions and files hidden from judges are left out, file names are masked the way a blind round masks them, and entrant identity is absent from the PDFs and the spreadsheet. The zip itself carries judge-safe in its name so it cannot be mistaken for the full archive.

Include toggles the Entry PDF in each folder (Entry PDFs in their own folder when grouping by question), the Entries spreadsheet at the root, Videos as MP4, and, when the filter has any, Unpaid entries.

The dialog counts the entries, files, and size before you click Start export. Small exports are ready in a moment. Larger ones take a few minutes, and Email me when it is ready is ticked for them: you get an email that brings you back to Recent exports when the archive is ready. Tick it yourself on a small export if you would rather not wait.

What the archive holds

Northeast/
  E-014 - A Warmer Wait at Westminster Street - Maya Chen/
    community-photo - IMG_2231.jpg
    sketch - westminster-bench.jpg
    parent-guardian-consent - consent.pdf
    video-introduction - E-014.mp4
    entry.pdf
Southeast/
  ...
entries.csv
README.txt

• Entry folders are named code - title - entrant (Full) or by the entry code alone (Judge-safe). Titles are shortened to fit, a colon becomes a dash, and characters that no file system accepts are replaced.
• Each file is named question - original file name, with the extension taken from the file's real type. A long question is shortened to its first few words.
• entry.pdf is the entry as submitted, carrying your organization's logo and brand color: title, entrant and team, categories, entrant type, submitted date, and every answer in form order. Images appear inline as reduced copies; documents and videos appear as a line with the file name and size or length.
• entries.csv is the same spreadsheet as Entries (CSV) for the same entries; its Entry # column matches the folder names.
• README.txt records the program, the organization, the export date, the preset, the filter, and the counts.

Grouped by Question, the same export looks like this:

Design sketch/
  E-014 - A Warmer Wait at Westminster Street - Maya Chen.jpg
  E-015 - Shade for the Number 9 - Sam Lee - 1.jpg
  E-015 - Shade for the Number 9 - Sam Lee - 2.pdf
Parent-Guardian consent form/
  E-014 - A Warmer Wait at Westminster Street - Maya Chen.pdf
  E-015 - Shade for the Number 9 - Sam Lee.pdf
Video introduction/
  E-014 - A Warmer Wait at Westminster Street - Maya Chen.mp4
Entry PDFs/
  E-014 - A Warmer Wait at Westminster Street - Maya Chen.pdf
  E-015 - Shade for the Number 9 - Sam Lee.pdf
entries.csv
README.txt

• Each question folder carries the question's full label. Two questions whose labels come out the same get their position on the form as a prefix.
• The folder is the question, so each file carries the entry: it is named exactly like the entry's folder in the other groupings, code - title - entrant (Full) or the entry code alone (Judge-safe, E-014.jpg). The code comes first, so files sort by entry and stay traceable after you move them out of their folder.
• When an entry has several files on one question, each of them is numbered in upload order, whatever its type: - 1, - 2, - 3, so they sort together in that order. From ten files on the numbers are padded ( - 01). A single file keeps the plain name.
• A question no entry answered gets no folder, and a question hidden from judges is left out of a Judge-safe archive.
• The entry PDFs sit together in Entry PDFs, named the same way.

Videos are included as MP4 files. A video whose MP4 is still being prepared gets a short text note instead; watch it on the entry, or run the export again later to include it.

Recent exports

Recent exports shows each export's preset, grouping, filter, size, who requested it, and its progress while it is being prepared. Download zip appears when it is ready. Every download is a signed-in action: the link in the ready email opens the Entries page with this panel on the export, never the file itself.

An archive stays downloadable for seven days. After that it shows as expired with a Run again button that starts a new export with the same options. Failed exports show the reason and the same button.

Entries (CSV)

Entries (CSV) downloads the spreadsheet for the filtered entries. The columns are:

Entry # (such as E-014), Entry Name, Description, Team Names, Team Emails, Entry Link, Categories, Entrant type (when any entry declared one), Eligibility and Eligibility Reason (once any entry is marked), one column per custom question, then the judging columns, the payment columns, and Submitted (date and time in your program's timezone).

The judging columns appear once votes exist: Rank, Average Score (Weighted Average Score when criteria carry different weights, Judge Points on a Top Picks ballot), Vote Count, one average column per criterion, and Feedback. A program with an audience ballot adds Audience Average Score (or Audience Points) and Audience Vote Count.

The payment columns appear when the program charges fees: Payment Status (Paid, Unpaid, Failed, Refunded), Net Amount, Tax Rate, Tax Amount, Tax Province and one amount column per tax when entries paid Canadian tax by province, Gross Amount, Currency, Paid At (America/Toronto) (named for your program's timezone), Discount Code (when a code was used), and Stripe Payment ID.

Every file question adds a second column, Question (links), holding a download link per file. The links are signed and expire seven days after the export; uploaded files are never listed by a permanent address. Videos link to their MP4 when it is ready, otherwise to the entry page. A video link opens for a signed-in member of your organization only, and starts a download valid for a few hours.

Feedback collects every judge's written comment prefixed with the judge's name. The payment columns break each fee into net, tax, and gross for filing. Paid At is in your program's timezone, which its header names, and Stripe Payment ID is the payment to match in your Stripe Dashboard; entries paid together in one balance payment share it. The Judge-safe preset leaves out Team Names, Team Emails, Entry Link, Entrant type, the eligibility columns, every payment column, and every judging column, as well as questions shown to judges Never or Except in blind rounds.

Score matrix (CSV)

Score matrix (CSV) is available from the Export menu and from Score matrix in the Scoring section of the Judging page, for the round shown. One row per entry and category, led by its Entry #; then, for each judge, their total, one column per criterion, and whether the vote counted (Yes, Incomplete, Excluded, or Recused); then the round's average (or points on a Top Picks ballot), the number of votes counted, and the rank in the category. Judges' names appear as you see them, whatever the round's blind judging setting.

In progress (CSV)

In progress (CSV) lists the entries in progress, one row per entry: Name, Email, Email confirmed, Entry name, Categories, Entrant type (when your program prices by entrant type), Started, Last edited, Required answered, Required questions, First missing question, and Last answered question. It follows the search and filters of the In progress tab. Dates carry the time in the program's timezone. Together with the entries spreadsheet, it gives you the number of entries started and submitted each week.