4 ways to get data out of your app and use it somewhere else

Your application generates and collects all kinds of data. Chances are you want to use that data outside your app as well. For analysis, for training AI models or to support other business processes, for example. There are several ways to make that happen. We have set out the four most common methods, including their pros and cons. You can use these methods for low-code applications as well as for traditional (high-code) applications.

1. Export your data to an Excel or csv file

This is one of the most accessible and straightforward ways to get data out of your app. Excel and csv files are flexible and easy to open in a wide range of software.

Exporting data to Excel or csv is usually a built-in function in your app. A few clicks and you can download your data and save it on your computer. You can then use those files for further analysis, for reporting or to import into another application.

Although this method is simple and cheap, it does have its limits. It is ideal for ad-hoc reports and simple analyses, but it quickly becomes cumbersome if you work with large datasets or have to export data regularly.

Advantages

• Simple and cheap
• Excel and csv files can be imported into many other programs
• Often built into your app as standard

Disadvantages

• Cannot handle large volumes of data
• Requires manual work, which can be time-consuming
• Sensitive data can easily end up in the wrong hands

2. Retrieve the data through an API

An API (Application Programming Interface) allows applications to communicate with each other. The API consists of a set of rules and definitions that let one application send a request and another application return an answer.

This is particularly useful if you want to retrieve data automatically and in real time. That automatic exchange of data not only saves time, it also reduces the risk of errors. APIs are especially useful for companies that want to exchange large volumes of data on a regular basis. API integrations can range from simple to very complex, depending on your needs.

Advantages

• Less manual work thanks to automatic data transfer
• You can exchange data in real time
• You only retrieve the data you actually need

Disadvantages

• Requires knowledge of API integrations
• Possible costs for API usage or additional services
• You have to make sure the connection is secure to prevent data leaks

3. Use a data warehouse

This is a powerful way to manage and analyse your data. A data warehouse is a central storage location where you can bring together data from different sources. That data is usually sent to the data warehouse periodically through an API. Before it arrives, it is often cleaned up automatically and formatted in a consistent way.

Using a data warehouse offers one important advantage: your application is not burdened with all the tasks and calculations needed for analysis and reporting. That means better performance.

Data warehouses are often used by larger companies dealing with large volumes of data, but smaller companies can benefit from them too.

Advantages

• Brings together data from multiple sources
• Can handle very large volumes of data
• Contains (usually) clean and standardised data
• Takes the load off your application

Disadvantages

• Implementation and maintenance can be expensive
• Setting it up requires technical knowledge and expertise
• It can take time to set up the system and adapt it to your needs
• Data is often sent periodically, so it is not always up to date

4. Make backups and use them as a database

A backup is a copy of all the data in your app, stored in an external location such as a cloud service or a physical hard disk. Many organisations use backups to prevent important data being lost if something goes wrong with the app. Those backups can also serve as a database, though. They contain your data, so you can use that data in other places as well.

The drawback is that a backup contains all of your data, and that data is not cleaned up or standardised. There are solutions for that, though. For some of our clients we deliver a stripped-down backup, for instance, so that it does not contain any superfluous data.

Another drawback is that a backup is only made periodically, so you do not have real-time access to the data.

Advantages

• Takes little extra work (backups are often already in place)
• Less expensive than other solutions, such as a data warehouse
• No additional infrastructure or software needed

Disadvantages

• Data in backups is not always up to date
• Backups contain all of your data, which is not always entirely secure (there are solutions for that)
• Backups can take up a lot of storage space

Which method suits your situation best?

There is no perfect solution. What matters is that you choose the method that best fits your specific situation and needs. Want to know more about how we can help you choose and implement the right solution? We would love to hear from you!