From 95bdfa8ff8087cae6d9878d0c1302f1943728f70 Mon Sep 17 00:00:00 2001 From: Alex Vandiver Date: Tue, 14 Mar 2023 16:37:03 +0000 Subject: [PATCH] help: Improve and extend "Export your oganization" documentation. - Document compliance exports. - Make structure of all the sections consistent. - Make other tweaks to improve clarity. Co-authored-by: Alya Abbott --- help/export-your-organization.md | 163 +++++++++++++----- .../export-without-consent-requirements.md | 13 ++ help/include/not-human-export-format.md | 4 + 3 files changed, 135 insertions(+), 45 deletions(-) create mode 100644 help/include/export-without-consent-requirements.md create mode 100644 help/include/not-human-export-format.md diff --git a/help/export-your-organization.md b/help/export-your-organization.md index 8605d3b085..6af05d8c85 100644 --- a/help/export-your-organization.md +++ b/help/export-your-organization.md @@ -7,23 +7,38 @@ documentation on [server export and import][export-and-import] or [server backups][production-backups]. -Zulip has high quality export tools that can be used to migrate from the -hosted Zulip Cloud service (zulip.com) to your own servers. There are -three types of Zulip Cloud exports. +Zulip has high quality export tools that can be used to migrate from the hosted +Zulip Cloud service to your own servers. Two types of data exports are available +to all Zulip Cloud organizations: -* **Export of public data**: An export of all users, settings, and all the data that - appears in public streams. -* **Full export with member consent**: Everything in export of public data, plus all - the private data of members that opt-in to the export. -* **Full export without member consent**: All the data in the organization. +* [**Export of public data**](#export-of-public-data): Complete data for your + organization *other than* [private stream](/help/stream-permissions) messages + and [direct messages](/help/direct-messages). -All organizations have access to the first two kinds of export. Only corporate -Zulip Cloud Standard customers have access to **full export without member consent**. +* [**Full export with member consent**](#full-export-with-member-consent): + Everything in the export of public data, plus all the [private + stream](/help/stream-permissions) messages and [direct + messages](/help/direct-messages) of members who opt in to have their data + exported. + +Two additional types of data exports are available to **corporate** [Zulip Cloud +Standard][standard] customers: + +[standard]: https://zulip.com/plans/ + +* [**Full export without member consent**](#full-export-without-member-consent): + All the data in the organization. + +* [**Compliance export**](#compliance-export): A targeted, human-readable export + of messages matching some combination of criteria (e.g., sender, recipient, + message keyword, or timestamp). ## Export of public data {!admin-only.md!} +{!not-human-export-format.md!} + {start_tabs} {settings_tab|data-exports-admin} @@ -35,64 +50,122 @@ file from that page. 1. Import the tarball using [Zulip's logical data import tool][import-only]. -{end_tabs} +!!! warn "" -Note that generating the export can take up to an hour for organizations -with lots of messages or uploaded files. + Generating the export can take up to an hour for organizations + with a large number of messages or uploaded files. + +{end_tabs} ## Full export with member consent {!owner-only.md!} +{!not-human-export-format.md!} + +In addition to your organization's public data, this export includes all the +messages received by any user in the organization who consents to the data +export. In particular, it includes any [private +stream](/help/stream-permissions) messages and [direct +messages](/help/direct-messages) where *at least one of the recipients* has +given consent. + +Users who do not provide consent will have their settings and stream +subscriptions exported, but will have no personalized message history. + {start_tabs} -1. Email support@zulip.com with your organization's zulip.com URL, asking for - a full export with member consent. Email us from the same address that - you use to sign in to Zulip. +1. Email [support@zulip.com](mailto:support@zulip.com) with your + organization's `zulipchat.com` URL, asking for a **full export with + member consent**. Please send the email from the same address + that you use to sign in to Zulip, so that Zulip Support can verify + that you are an owner of the organization. -1. We will verify that you are an organization administrator, and email you - instructions on how to collect member consent. +1. You will receive an email with instructions on how to collect member consent. + Follow the instructions, and notify + [support@zulip.com](mailto:support@zulip.com) when the process has been + completed. -1. The end result of that process with be an archive in the same - format as the exports of public data discussed above, including extra - private stream and direct message data for users who gave consent. +1. You will receive an archive in the `.tar.gz` format containing all public + information for your organization, plus [private + stream](/help/stream-permissions) messages and [direct + messages](/help/direct-messages) for users who gave consent. 1. Import the tarball using [Zulip's logical data import tool][import-only]. {end_tabs} -Note that such an export will include all the messages received by any user -in the organization that consents to the data export. In particular, it -will include all public stream content and any private stream or direct -message content where at least one of the participants gives consent. - -Users who do not provide consent will have their settings and stream -subscriptions exported, but will otherwise be treated as new users after -import. - ## Full export without member consent {!owner-only.md!} -This export is limited to paid Zulip Cloud Standard customers, though in rare -cases may be available to other organizations in case of due legal process. +{!not-human-export-format.md!} -To start this export, email support@zulip.com with your zulip.com -URL, asking for a full export without member consent. +{!export-without-consent-requirements.md!} -You'll also need to email us evidence that you have authority to read -members' direct messages. Typically, this will be because the zulip.com -URL is administered by a corporation, and you are an official -representative of that corporation. By requesting and approving this export, -you will also assume full legal responsibility that the appropriate employment -agreements and corporate policy for this type of export are in place. Note -that many countries have laws that require employers to notify employees of -their use of such an export. +{start_tabs} + +1. Email [support@zulip.com](mailto:support@zulip.com) with your + organization's `zulipchat.com` URL, asking for a **full export without + member consent**. Please send the email from the same address + that you use to sign in to Zulip, so that Zulip Support can verify + that you are an owner of the organization. + +1. Once your authority to request the export has been verified, you will receive + an archive in the `.tar.gz` format containing all the information for your + organization. + +1. Import the tarball using [Zulip's logical data import tool][import-only]. + +{end_tabs} + +## Compliance export + +{!owner-only.md!} + +This type of export is recommended if you plan to work with the exported data +directly (e.g., reading messages or processing them with a script), rather than +importing the export into a new Zulip organization. + +{!export-without-consent-requirements.md!} + +{start_tabs} + +1. Email [support@zulip.com](mailto:support@zulip.com) asking for a **compliance + export**. Please send the email from the same address that you use to sign in + to Zulip, so that Zulip Support can verify that you are an owner of the + organization. You will need to specify: + + 1. The `zulipchat.com` URL for your organization + + 2. What limits you would like on the export. Currently, compliance + exports can apply any combination of the following filters: + + - Message sender + - Message recipient + - Message contents, by specific keywords + - Sent timestamp before, after, or between dates + + If you need other limits, please ask. + + 3. Your preferred format for the export: CSV or JSON. + + 4. Whether or not you want to receive copies of all attachments referenced in + the exported messages. + +1. You will receive the requested information once your authority to request the + export has been verified. + +{end_tabs} ## Related articles -* [Import into an on-premises installation][import-only] +* [Change organization URL](/help/change-organization-url) +* [Deactivate your organization](/help/deactivate-your-organization) +* [Import organization into a self-hosted Zulip server][import-only] +* [Compliance exports for self-hosted organizations][compliance-exports-self-hosted] [production-backups]: https://zulip.readthedocs.io/en/stable/production/export-and-import.html#backups -[export-and-import]: https://zulip.readthedocs.io/en/latest/production/export-and-import.html#data-export -[import-only]: https://zulip.readthedocs.io/en/latest/production/export-and-import.html#import-into-a-new-zulip-server +[export-and-import]: https://zulip.readthedocs.io/en/stable/production/export-and-import.html#data-export +[import-only]: https://zulip.readthedocs.io/en/stable/production/export-and-import.html#import-into-a-new-zulip-server +[compliance-exports-self-hosted]: https://zulip.readthedocs.io/en/stable/production/export-and-import.html#compliance-exports diff --git a/help/include/export-without-consent-requirements.md b/help/include/export-without-consent-requirements.md new file mode 100644 index 0000000000..48ec4ec23d --- /dev/null +++ b/help/include/export-without-consent-requirements.md @@ -0,0 +1,13 @@ +To perform this export, your organization must meet the following requirements: + +- You are a paid [Zulip Cloud Standard][standard] customer. In rare cases, + exceptions may be made in case of due legal process. + +- You have authority to read members' [direct messages](/help/direct-messages). + Typically, this will be because your Zulip organization is administered by a + corporation, and you are an official representative of that corporation. + +By requesting and approving this export, you will assume full legal +responsibility that the appropriate employment agreements and corporate policy +for this type of export are in place. Note that many countries have laws that +require employers to notify employees of their use of such an export. diff --git a/help/include/not-human-export-format.md b/help/include/not-human-export-format.md new file mode 100644 index 0000000000..971286ea0a --- /dev/null +++ b/help/include/not-human-export-format.md @@ -0,0 +1,4 @@ +!!! warn "" + + The format of this export is designed for importing into a self-hosted + installation of Zulip. It is not designed to be human-readable.