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How to Extract Client Data for a Subpoena

Client notes, forms, invoices, communication, files, and other records from Zanda with our detailed guide. Learn how to export client notes, forms, invoices, and other records directly from the Client Profile or using the Data Export tool.

In this article:

Important Note:

  • The Zanda Data Export feature meets AHPRA requirements and provides data in formats suitable for subpoenas or other legal requests.
  • When exporting data from client profiles for individual clients, you can also generate PDF files that are often suitable for use in court cases or when responding to subpoenas, as they provide a complete, chronological, and non-editable record.

Exporting Profile PDF (recommended)

The fastest way to produce a legal-ready PDF from a single client's profile is Export Profile PDF. In one step it bundles the client's communications and clinical records — SMS, Emails, Letters, Notes and Forms — into a single PDF, processed in the background so you can keep working while the file is prepared. This replaces having to print each section separately, and it lets you include communications (SMS/Emails/Letters) in a profile PDF directly, without going to the CSV data export.

Who can use this feature

  • Users need both of these user permissions:
    • Communication Menu
    • Access all Clinical Notes/Forms
  • If either permission is missing, the Export PDF option won't appear in the client's Admin menu, and opening the page directly will be blocked. Master Users always have access.
  • To check or change these, go to User Menu > Account Settings > Team > Users, open the user's profile, and review their permissions. (Only a Master User, or a user with Setup and Configure Zanda, can change permissions.)
  • Note: Advanced Client Search and Export and Access all Client Communications are different permissions and are not required for this feature.

How to export a Profile PDF

  1. Open the client's profile.
  2. Go to the Admin menu.
  3. Select Export PDF (listed under Admin; this is the Export Profile PDF feature).
  4. (Optional) Choose a date range. If you don't select one, all available dates are included. Dates are filtered using the Singapore (SG) timezone, and displayed using your country's regional date format.
  5. Under Select what to export, choose one or more of: SMS, Emails, Letters, Notes, Forms. At least one option must be selected — otherwise you'll see "Please select at least one item to export."
  6. Select Export PDF.

While the export runs

  • A confirmation message appears and the export processes in the background — you can safely leave the page.
  • A new entry is added to the download list showing the creation date/time, selected date range, status, file size, and (once ready) the download link.
  • The Export PDF button is disabled while an export is in progress, and a Cancel option is available.

Downloading and retention

  • When the export finishes, its status changes from In Progress to Completed and a download link with the generated filename appears. Select it to save the PDF.
  • Generated PDFs are available to download for 72 hours; export history remains visible for 14 days. (If you leave and return, the download list shows the current status of your previous exports.)

What's in the PDF

  • Depending on the options selected, the PDF may include SMS messages, Emails, Letters, Notes and Forms. For SMS and Emails, each item shows its communication status (for example, Draft, Sent, or Failed).
  • Each PDF begins with a cover page summarising the export and identifying the client. It includes your practice logo and business name, the title Client Profile Export, the generation date/time, the client's identifying and contact details and recorded address, the export date range, and a summary count of the items included (SMS, Emails, Letters, custom forms, and notes). Fields with no value are shown with a dash (–) rather than omitted.

Exporting Data from Client Profiles

You can download the following data directly under the Client's Profile:

Clinical Notes

1. Navigate to the Client Profile.
2. Select the 'Records' submenu.
3. Click on 'Notes'.
4. Use the 'Print All' button at the top to print all clinical notes to PDF in one go.
 

Clinical Forms

1. Navigate to the Client Profile.
2. Select the 'Records' submenu.
3. Click on 'Forms'.
4. Use the 'Print All' button at the top to print all forms to PDF in one go.
 

Admin Notes

1. Navigate to the Client Profile.
2. Select the 'Admin' submenu.
3. Click on 'Admin Notes'.
4. Use the 'Print All' button at the top to print all admin notes to PDF in one go.
 

Admin Forms

1. Navigate to the Client Profile.
2. Select the 'Admin' submenu.
3. Click on 'Admin Forms'.
4. Use the 'Print All' button at the top to print all admin forms to PDF in one go.
 

Invoices

1. Navigate to the Client Profile.
2. Select the 'Billing' submenu.
3. Click on 'Invoice'.
4. Enter each invoice one by one.
5. Select 'print' in the top right to download each invoice.
 

Uploaded Clinical Documents and Files

1. Navigate to the Client Profile.
2. Select the 'Records' submenu.
3. Click on 'File'.
4. Download each file by clicking the 'cog' icon.
 

Uploaded Admin Documents and Files

1. Navigate to the Client Profile.
2. Select the 'Admin' submenu.
3. Click on 'Admin Files'.
4. Download each file by clicking the 'cog' icon.
 

Client communications

You can export client communications as a date-limited PDF from the client profile when Export PDF is available for your user access.

  1. Navigate to the Client Profile.
  2. Select the Admin submenu.
  3. Click Export PDF.
  4. In Select date range, enter the From and To dates.
  5. In Select what to export, choose the content types you need:
    • SMS for text messages
    • Emails for email communication
    • Letters for letters
    • Forms for forms
    • Notes for notes
  6. Clear any communication types, notes, or forms you do not need.
  7. Click Export PDF.
  8. Return to the Export PDF page when the file is ready, then download the PDF.

💡 For text messages only, select SMS and clear Emails, Letters, Forms, and Notes before exporting.

 

Individual Emails and SMS

1. Navigate to the Client Profile.
2. Select the Communication submenu and click on Activity.
3. Click on the individual Email or SMS record you wish to export.
4. Click the Print button located directly underneath the message body to open the print preview. From here, you can print the communication or save it as a PDF.

Note:  To include a client's communications (SMS, Emails, Letters) in a profile PDF, use Export Profile PDF (see above) from the profile's Admin menu. If instead you need a complete account-wide export across all clients, use the data export tool located in Tools > Data Export, which delivers a zipped CSV. 

Exporting Large Data Sets

For a comprehensive data export, use the following steps:
1. Navigate to Tools > Data Export.
 

2. Select the export type you need, such as All Data, Data Linked to Practitioner, or Data Linked to Specific Client.

3. Select the data you want to export. For client communications, select Client Communication.

3. Click the blue ' Export' button. (If you need to stop an ongoing export, you can click the Cancel button that appears next to the 'Working...' status).

4. A downloadable link will appear at the base of the screen.
 
5. Click the link to download a ZIP file containing the data.
 
  • When the download is completed, the Download List section at the bottom of the User Menu > Account Settings > Practice > Data Export page will include ZIP files ready to be downloaded on your device.
    • The Client Files .zip file will include all client files that were uploaded to your account, organized in folders by client profile name.
    • The Data Export .zip file will include  a number of CSV files which can be opened by Excel or similar programs. There you will find clients, client notes and forms, appointments, referrers, client contacts, client communication, third parties, invoices, payments, services, products, session packs, Medicare (AUS) claims, client insurance details

  • Viewing Notes, Forms, and Communication contents in the CSV File
    If you do not immediately see the full content of notes, forms, emails and letters in the exported CSV, don’t worry—the data is included. The information is stored within individual cells, but may appear cut off depending on column width or spreadsheet settings. To view the complete content:

    • Click into the cell to see the full note or form text in the formula bar or editing area of your spreadsheet program.

    • Expand the column width to display more of the content directly in the spreadsheet grid.

    This ensures you can review the complete note and form data without any loss of detail. 

For date-limited client communication records, use Admin > Export PDF from the client profile. Tools > Data Export provides CSV exports for complete client communication records rather than a built-in communication date range, so open the Client Communication CSV file in Excel or a similar spreadsheet program and filter the Created, Protocol Type, and Type columns.

For a more detailed step-by-step guide, please refer to our article on Exporting Your Data.

By following these steps, you can efficiently export all necessary client data in a streamlined and organized manner. If you have any questions or need further assistance, feel free to contact our support team at support@zandahealth.com.

Encrypting and password-protecting CSV and PDF files

Please be aware that the instructions provided are recommendations, and Zanda does not take responsibility for the results.

Encrypting/Password Protecting CSV Files


Using Microsoft Excel
1. Open your CSV file in Excel:
   - Launch Excel.
   - Go to `File → Open` and select your CSV file.

2. Save as an Excel Workbook:
   - Go to `File → Save As`.
   - Choose the location where you want to save the file.
   - In the `Save as type` dropdown, select `Excel Workbook (*.xlsx)`.
   - Click `Save`.

3. Encrypt the Excel Workbook:
   - Go to `File → Info`.
   - Click `Protect Workbook` and then `Encrypt with Password`.
   - Enter a password and confirm it.
   - Save the file.

4. Convert the Encrypted Excel File back to CSV (if necessary):
   - Open the encrypted Excel file.
   - Go to `File → Save As`.
   - In the `Save as type` dropdown, select `CSV (Comma delimited) (*.csv)`.
   - Save the file. Note that this will remove the encryption, so keep the Excel version for security.

Using 7-Zip (for Windows)
1. Install 7-Zip:
   - Download and install 7-Zip from here.

2. Compress and Encrypt the CSV File:
   - Right-click on your CSV file.
   - Select `7-Zip → Add to archive`.
   - In the `Add to Archive` window, set the `Archive format` to `zip`.
   - Enter a password in the `Encryption` section.
   - Click `OK`.

Using macOS Terminal
1. Open Terminal:
   - Open Terminal from `Applications → Utilities → Terminal`.

2. Compress and Encrypt the CSV File:
   - Navigate to the folder containing your CSV file using the `cd` command.
   - Use the following command to compress and encrypt:

     zip -e encrypted_file.zip your_file.csv

   - Enter and confirm the password.

Encrypting/Password Protecting PDF Files


Using Adobe Acrobat
1. Open your PDF in Adobe Acrobat:
   - Launch Adobe Acrobat.
   - Open your PDF file.

2. Encrypt the PDF:
   - Go to `File → Protect Using Password`.
   - Choose `Encrypt with Password`.
   - Enter a password and decide the type of password protection (e.g., for opening the document, for editing, etc.).
   - Save the file.

Related Articles

  • Exporting Your Data - Export account data, client communications, uploaded client files, appointments, invoices, and other CSV data.