Data & Sync

Purpose: Inspect records and exchange data with another device or system.

Before you start: The relevant project, access to the selected format, and a tested transfer method.

Expected result: The receiving device or tool can open and verify the exchanged records.

The Data & Sync module is where you export project data, import datasets, manage reference zones, run local peer-to-peer sync, and review collected features in table form.

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1. Module Overview

The main Data & Sync areas are:

1. Export Data — Download your project in multiple formats
2. Import Features — Upload geographic files or spreadsheets into your project
3. Spatial Reference Zones — Upload background polygons for spatial auto-fill
4. Field Gathering (Local Sync) — Peer-to-peer data synchronization between devices
5. Collected Features Table — Expand a layer and load its records in pages

The screen also provides CAD and SHP launchers where available. Related-table and recovery panels have separate availability and access checks.

Choose the right data route

Need	Use	Confirm the result
Inspect collected attributes	Expand the layer's table	Check the intended record and evidence
Deliver a dataset to another application	Export Data	Open the file and compare records, fields, and required media
Add geographic records	Import Features	Check destination layer, geometry placement, and import counts
Prepare polygon lookups	Spatial Reference Zones	Link the source property in Forms and test a location
Gather nearby devices' records	Host Session / Join & Send	Check the host's received records
Deliver pending hosted work	The main sync-status control	Review the queue and delivery result
Record another visit to an asset	Related records	Confirm the visit is linked to the correct parent

Geova Cloud sync and nearby transfer are separate operations. A successful nearby transfer confirms receipt on the host device; check hosted delivery separately when that project uses Geova Cloud.

The layer dropdown above the import/export controls has two effects: it selects the export scope and preselects an existing import target. Verify it before each operation. Choosing Entire Project does not identify a single existing destination layer.

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2. Exporting Data

Selecting What to Export

Use the export layer dropdown at the top to choose the dataset, independently of the rows currently expanded in the table:

• Entire Project — Exports all features across all layers
• Specific Layer — Exports only the features from one layer (shows feature count)

Export Formats

Format	Button	Use and requirements
GeoJSON	JSON	Feature geometry and attributes for GIS applications; available for local export
KMZ	KMZ	A compressed KML package with map styling and supported media
GeoPackage	GPKG	GIS layers and supported Mapplex form, style, choice-list, and attachment content; requires GeoPackage export access
File Geodatabase	GDB	A zipped GDB package prepared through the Geova conversion service; requires GeoPackage export access, sign-in, and internet
CSV	CSV	A table with labeled attributes, coordinate columns and WKT geometry; importing coordinate columns alone does not restore line or polygon shapes

Select the project or layer to export, then choose a format. Wait for processing to finish and choose Save & Share when offered, then complete the device's download or sharing action. Open the result in the receiving application and check the expected features and fields.

GeoJSON and GeoPackage may arrive inside a ZIP. Supported images or linked choice-list metadata cause Mapplex to package the geographic file with additional content. Keep the original package and extract the geographic file if the receiving tool requires it; renaming the ZIP extension does not convert the file.

When choice-list metadata is included, the package contains metadata/mapplex_schema.json, metadata/arcgis_domains.csv and metadata/arcgis_field_domains.csv. These describe the lists and their field bindings. Review stored codes against exported domain values before applying external constraints, especially when older records contain display labels. Receiving applications may require their own domain setup.

CSV includes WKT geometry text. For lines and polygons, its latitude/longitude columns describe a representative location derived from coordinates, not the full shape. Use a receiving tool's WKT import or a geographic format when the full geometry matters.

See Review, sync and deliver for actual phone and tablet screens, verified sample downloads and a worked City-code comparison.

CAD Manager (DXF)

Use the CAD launcher below the general import controls. The workspace needs CAD tool access; import creates new layers and requires Owner, Admin or Editor access.

For Import DXF, choose a DXF, a DXF with its matching PRJ, or a ZIP containing them, establish its source coordinate system, and review its CAD layers, entity types and convertible count. Choose Import Convertible CAD Entities, then inspect the resulting layers and positions. CRS suggestions help review a file but do not establish its true source CRS. CAD layer and geometry families are separated into suitable project layers; fields are generated from converted properties.

CAD Manager does not open DWG directly. Supported conversions simplify some content: block inserts become insertion points, text becomes point attributes, curves may be approximated, and unsupported entities are omitted. Compare the resulting features with the source drawing.

For Export DXF, select the layer or entire project within the manager, choose the required output CRS, then choose Prepare DXF ZIP and complete the save or share action. WGS84 output uses degrees; choose an appropriate projected CRS when the recipient requires grid coordinates or meters. The current export places drawing geometry on MAPPLEX_EXPORT. It does not preserve the original layer names, form attributes or full project configuration; polygon holes become separate closed outlines and heights are not retained.

Shp Manager (Shapefiles)

Use the SHP launcher. The workspace needs SHP tool access; importing new layers requires Owner, Admin or Editor access.

For Import SHP, choose one or more ZIP archives, or loose .shp files with matching .dbf and .prj files and any .shx/.cpg sidecars. Review each dataset's geometry, fields, feature count and projection. Select the intended datasets with their checkboxes, import, then verify the resulting counts and a known record. When a usable .prj is missing, establish the source CRS before using the manual options.

The import button shows the feature and layer totals for the checked datasets only. It is disabled when nothing is selected. Check your selection before importing, then confirm the actual added count after completion. Imports create layers, so reopening and importing the same file again is not a general deduplication workflow.

For Export SHP, select a layer or Entire Project within the manager, choose the required output coordinate system, then choose Export as SHP. The ZIP groups features into points, lines and polygons, with .shp, .shx, .dbf, .prj and .cpg files. WGS84 is the default coordinate choice; supported regional systems are also available. Text uses UTF-8. Keep the files together.

DBF field names are shortened to at most ten characters. mapplex-shapefile-schema.json maps exported names and null values for Mapplex's ZIP import; external GIS applications may show shortened names. Oversized text or unsupported numeric precision produces an export error. SHP does not restore complete forms, Lexicons, styles, attachments or relationships; use the format preservation reference when those are required.

See Standard capture, CAD and SHP for a six-route DXF import, a selected 39-point SHP import and downloadable practice files.

Export a project package

Choose Project package in Data & Sync when the handover needs the supported project layers, related tables, relationships, forms, Lexicons and embedded files together. This action uses the whole project, even if a layer is selected in the ordinary export controls.

1. Sign in and connect so Mapplex can check current workspace access and export permissions.
2. Open Project package and choose GeoPackage or FileGDB ZIP.
3. Read the scope and processing notice. A hosted package uses the project saved in Geova Cloud and excludes unsynced edits. Finish and check sync first if those edits belong in the handover.
4. Allow cloud packaging when prompted. FileGDB conversion sends the project and its embedded files to Geova's conversion service; hosted packaging uses Geova Cloud for both formats.
5. Select Prepare package. Review the summary and Coverage details before choosing Save GeoPackage or Save FileGDB ZIP.
6. Complete the device's save action and check the file in the receiving application. Keep the source project until you have checked the expected records, relationships and media.

What the package means: supported relationships and embedded attachments travel with the data. Forms, Smart Logic and defaults remain metadata; another GIS application does not run Mapplex's form behavior. Work schedules and assignments are read-only information, not permissions in the receiving application. The package excludes sync queues and separate observation/survey evidence, so it is not a full app backup or one-click project restore.

The FileGDB ZIP also includes the original GeoPackage. If a linked file cannot be packaged, embed or replace it before retrying. If saving is not confirmed, check the destination before preparing another export.

File Geodatabase Export (GDB)

1. Sign in, connect to the internet, and select the project or layer in Export Data.
2. Tap GDB. Mapplex prepares the project data and uploads it to the Geova conversion service.
3. Follow the progress display. Preparing the service and converting a large file can take time.
4. Use the cancellation control if you need to stop. Otherwise, download the ZIP archive when it is ready.
5. Open the exported package in the receiving GIS application and check geometry, field values, and any required attachments.

GDB conversion transfers the selected data to the Geova service. It is unavailable while disconnected, even when the source project is local. If conversion fails, check your connection and sign-in, then try again.

Preservation limits: GeoPackage can carry supported Mapplex forms, rules, styles, choice lists, and embedded feature attachments. Other applications may not interpret Mapplex-specific settings. GDB conversion can preserve supported content, but native relationships and media handling depend on the conversion and receiving application. Use Project package for supported related tables and their relationships. Ordinary layer export and import are not a full-project restore. Use the format preservation reference before relying on an archive.

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3. Importing Features

Geographic Vector Files

1. Open the intended project. Use the layer dropdown above the controls to select an existing target layer, or follow the import's layer-creation options when your role permits them.
2. Tap GeoJSON / KMZ / GPKG / GDB and choose the file.
3. Mapplex checks the file content and, for ZIP files, the contents of the archive to identify the supported format.
4. Follow any format or layer choices shown. Confirm large-file warnings only when you want to continue.
5. Wait for processing to finish, then review the imported features on the map and in the data table.

Collectors can import into an existing layer. Creating new layers during import requires Owner, Admin, or Editor access.

File Geodatabase Import (GDB)

1. Obtain a ZIP archive containing the complete File Geodatabase folder. A single component file is not a complete GDB.
2. Sign in and connect to the internet, then select the archive through GeoJSON / KMZ / GPKG / GDB.
3. Mapplex uploads the archive to the Geova conversion service and shows progress. Use the cancellation control if you need to stop.
4. After conversion, Mapplex imports the returned supported data. Follow any choices displayed by the app.
5. Check the resulting layers, field values, coordinate placement, and attachments before collection or handoff.

There is no general guarantee that an arbitrary GDB relationship or related table will become an editable Mapplex relationship. Keep the source package and verify the required content against the preservation reference.

Large GeoPackage imports may show a warning before processing. File size, available device memory, and the number of records affect processing time.

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Spreadsheet Import (CSV / Excel)

Spreadsheet import creates point features from coordinate columns. It is available when your workspace includes the spreadsheet import entitlement.

1. Select an existing Point layer in the dropdown above the controls to preselect it in the wizard, then verify the wizard's destination.
2. Tap the CSV / Excel import button.
3. Select a .csv, .xlsx, or .xls file.
4. The Spreadsheet Import Wizard launches — a three-step process:

Step 1: Column Mapping

The wizard scans your columns and auto-detects which contain latitude and longitude values. You can override the mapping manually.

Step 2: CRS Verification

The system detects the Coordinate Reference System:

• WGS84 (EPSG:4326) — Standard GPS coordinates
• UTM — Universal Transverse Mercator projections
• Web Mercator (EPSG:3857) — Used by web maps

Verify or manually select the correct CRS.

Step 3: Import Preview

A preview shows the first few rows mapped to geographic points on a mini-map. Confirm to import, or go back to adjust mappings.

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4. Spatial Reference Zones

Reference zones are background polygon layers used by Spatial Auto-Fill in Forms.

Reference zone management requires a workspace entitlement that includes reference imports and a project role with data-management access.

Uploading Reference Data

1. In the Spatial Reference Zones section, tap Upload Reference.
2. Select a KMZ, KML, or GeoJSON file containing polygon zones (e.g., zoning districts, soil types, administrative boundaries).
3. You'll be prompted to name the reference layer.
4. The file is parsed and stored locally. Reference polygons appear on the map with an orange theme.

Managing Reference Layers

Uploaded reference layers appear as tagged chips showing the source layer name. Each chip has a Delete button to remove the reference layer.

How Auto-Fill Works: When you draw a feature, Mapplex checks the configured reference polygon layer and copies the selected attribute from the matching zone into the form. Points are matched by their location; lines and polygons use their centroid for the lookup. See Module 04: Forms for configuration details.

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5. Field Gathering (Local P2P Sync)

Synchronize data between devices on the same Wi-Fi network. This is useful when field teams need to exchange collected records before cloud connectivity is available.

Local P2P sync depends on native local-network support and device permissions. It works best on supported mobile builds or controlled field networks where both devices are on the same Wi-Fi or hotspot.

Hosting a Session

1. Tap Host Session.
2. The sync modal opens showing:
   • Device IP Address — Displayed in large monospaced font for easy reading across the room
   • Port — Default: 8080
   • Session Code — A short-lived code generated for this hosting session
   • Status — "Starting server…" → "Secure server running"
3. Share the IP address and session code with the intended team members.
4. As team members connect and send data, the host log shows incoming feature counts.
5. Tap Stop Server to end the session.

If a field device still runs an older Mapplex APK that cannot enter a session code, enable Allow older Mapplex clients only for that transfer. The server restarts in compatibility mode. Use this mode on an isolated hotspot, then turn it off or stop the server when the legacy transfer is complete.

Joining & Sending Data

1. Tap Join & Send.
2. Enter the Host IP Address (e.g., 192.168.43.1).
3. Enter the Port (default: 8080).
4. Enter the Session Code shown on the host device. Older hosts do not require it.
5. Select Which Layers to Send — "All Layers" or a specific layer.
6. Tap Send Features to Host.
7. The status panel shows each sequential batch and stops with a clear retry message if the hotspot disconnects or the host merges only part of a batch.

Retrying a transfer is safe: Mapplex sends records in 100-feature batches and upserts existing record IDs rather than creating a second copy. Keep the host session open during the retry so its code remains valid.

Example: Five inspectors collect hydrant records throughout the day. At the end of the shift, the supervisor hosts a local sync session from a tablet. Each inspector joins the hotspot and sends their records to the host device for review.

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6. The Collected Features Table

Below the import/export controls, all collected features are displayed as expandable layer cards:

Layer Card

Expand only the layer you want to inspect; its first page loads when opened. Each card shows:

• Layer name with a geometry type indicator
• Feature count (e.g., "347 Features Collected")
• Storage badge — ☁️ CLOUD or 📱 OFFLINE
• Expand arrow — Tap to reveal the data table

Data Table

When expanded, a scrollable, paginated table appears with:

• Row numbers (sticky left column)
• Geometry type column
• Added Date column
• Form field columns — Visible, non-technical form fields appear using their labels; hidden fields and technical keys are excluded
• Auto-Geometry column — Shows computed values (coordinates, length, area) in a green monospace font
• Photo/PDF columns — Inline thumbnail previews and "View PDF" buttons

Pagination

The table loads 50 rows at a time. Use Load More (+50), or the smaller number of remaining rows, to continue. The layer count describes the dataset; the visible rows are only the pages loaded so far. Expanding a table does not change the export scope.

A hosted table can display a cached first page immediately and refresh it from Geova Cloud when online. The CLOUD/OFFLINE badge identifies the project's storage source; it does not prove that every displayed record is current or synced. Use the sync-status control for delivery.

Without a form schema, columns are discovered from the first page's properties. A field that exists only on later records may not appear as a column. Configure a form/schema and inspect an export if a required attribute is missing from the table. If loading fails, close and reopen the layer card as the error message instructs.

After an import or transfer

Compare the reported processed, saved locally, uploaded, and queued counts; these describe different outcomes. Find a known record in the receiving project, check its position on Map, and inspect an attachment when the format supports it. If hosted work remains queued, follow sync recovery before the team handover.

Image & File Display

Data Type	How It Displays
Photo / Image	Clickable thumbnail that opens full-size in a new tab
PDF	Red "View PDF" button that opens the document
Attachment	Blue "View File" button for generic file download

Related Records and Attachments

Start here: Record repeated inspections walks through creating a table, activating a one-to-many relationship, selecting a parent, adding two visits, and checking their evidence. It also explains the separate access requirements for creation, editing, and archiving.

Where related-record workflows are enabled for your workspace, open a parent feature and use its relationship panel to inspect linked records. For example, a streetlight can have several inspection visits. Creating, editing, and archiving records each depend on the access available in that workspace.

Use the photo, PDF, or file controls to review evidence associated with a record. A feature attachment and a separate related inspection record are different kinds of content. Viewing both in Mapplex does not establish that both can be restored from a GDB export; check the format preservation reference.

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Saved locally, synced, or needing recovery?

Read the result message after each table, relationship, or record action. Saved on this device retains the work locally; queued for hosted sync means delivery is pending. If an update or archive was accepted by Geova Cloud but the local copy is unfinished, check the saved operation through its recovery panel before submitting another one.

Use Check sync and recover saved work for standard retries, related-data delivery, hosted update/archive recovery, and unresolved local links.

7. Role-Based Access

Role	Export	Import Features	Import Reference	Host/Join Sync
Owner	✅	✅	✅	✅
Admin	✅	✅	✅	✅
Editor	✅	✅	✅	✅
Collector	✅	✅	❌	✅
Viewer	✅	❌	❌	✅

Note: Viewers can export and participate in sync sessions but cannot import new features or reference layers.

Note: Collectors can import records into an existing target layer. Creating new project data structures, such as reference layers, CAD layers, or SHP layers, requires Owner, Admin, or Editor access.

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Next: Proceed to Module 06: Geova AI Chat to ask spatial questions and generate automated analysis reports.