Data export
Ultrathink lets you export a complete copy of your data at any time. This is useful for creating backups, migrating to another tool, or simply having an offline record of everything you have captured.
Exporting your data
The export function is available from the Profile tab in Settings.
How to export
- Open Settings > Profile.
- Scroll to the Data section.
- Click Export Data.
- A download begins automatically. The file is saved to your browser's default download location.
The export runs in the background and may take a few seconds depending on the size of your knowledge base. For accounts with thousands of entries, it can take up to a minute.
What is included in the export
The export file contains a complete snapshot of your Ultrathink data.
| Data type | Format | Description |
|---|---|---|
| All entries | JSON | Every entry with its full content, AI-generated summary, metadata, topics, people tags, relationships, and timestamps |
| Settings | JSON | Your display, appearance, navigation, and notification preferences |
| Topics list | JSON | All topics that have been extracted from or applied to your entries |
| People list | JSON | All people that have been tagged in your entries |
What is not included
The export does not contain:
- Uploaded binary files (images, PDFs, audio recordings). These are stored separately in Firebase Storage.
- Your account credentials (email, password).
- Billing or payment information (managed by Stripe).
- Device keys (these are sensitive authentication tokens and are excluded for security).
Export file structure
The export is a single JSON file with a clear structure. Each entry in the file includes:
- Entry ID
- Title and content
- Entry type (link, screenshot, ChatGPT conversation, PDF, and so on)
- AI-generated summary
- Topics and people tags
- Entity classification (Project, Task, Knowledge, or Unclassified)
- Related entries
- Created and updated timestamps
- Notes you have added
Importing data
Ultrathink does not currently offer a self-service import feature through the web interface. If you need to import data into your account, there are two options.
Contact support for bulk imports
If you have data from another tool or a previous Ultrathink export that you want to bring in:
- Prepare your data in JSON format, matching the structure of an Ultrathink export file if possible.
- Contact the Ultrathink support team with your import request.
- The team will review your data and handle the import on your behalf.
This approach is best for one-time migrations or large datasets.
Manual entry
For smaller amounts of data, you can create entries manually:
- Use the web app's capture form to add entries one at a time.
- Use the browser extension to re-capture web pages.
- Use the desktop widget for quick text entries.
Device keys as an alternative export method
If you need programmatic access to your data (for automation, custom integrations, or scripting), device keys with API access enabled provide a more flexible approach than the one-time export.
Setting up API access
- Open Settings > Device Keys.
- Click Create New Key.
- Give the key a descriptive name (for example, "Data export script").
- Toggle API Enabled to on.
- Set permissions to Read (or Read and Write if you also need to create entries).
- Copy the generated key.
Using the API
With an API-enabled device key, you can:
- Fetch all entries programmatically via the REST API
- Filter entries by type, date, topic, or other criteria
- Build custom export pipelines that run on a schedule
- Integrate Ultrathink data into other tools and workflows
Use the device key as a Bearer token in the Authorization header of your API requests.
API key properties
| Property | Description |
|---|---|
| Name | A descriptive label you set when creating the key |
| Created | The date the key was generated |
| Last used | The most recent time the key was used for an API request |
| API enabled | Whether the key can be used for REST API access |
| Permissions | Read, Write, or both |
Security considerations
- Treat device keys like passwords. Do not share them or commit them to version control.
- Use the minimum permissions required. If you only need to export data, set the key to Read-only.
- Revoke keys you no longer use. Go to Settings > Device Keys and click Revoke next to the key.
- Revoked keys cannot be re-enabled. You will need to create a new key if you revoke one by mistake.
When to export
Consider exporting your data in these situations:
- Before deleting entries or your account: these actions are irreversible, so having an export gives you a safety net.
- Periodic backups: download an export on a regular schedule (weekly or monthly) if you want an offline copy.
- Migrating tools: if you are moving to a different knowledge management system, the export gives you a portable copy of everything.
Next steps
- Account settings: manage your profile, organisation, and billing.
- Appearance and themes: customise the visual look of the application.
- API access: use device keys for programmatic access to your data.