Import & Export

Rephlo lets you back up, share, and migrate your data per entity type — commands, spaces, providers, and history. This is essential for preserving your work, sharing with teammates, or moving to a new computer.

Want to move everything at once in a single archive? Use Global Import & Export instead. To publish a command to the online gallery and install it from the web, see Cloud Sync & Versioning and Web Install & Deep Links.

Each entity type uses the format that fits it best: JSON for commands, ZIP for spaces and providers (they carry files or encrypted secrets), and CSV for history.

---

Command Import/Export

Commands export as JSON files — portable and easy to share.

What Gets Exported

Each command in the JSON includes:

Property	Description
Name	The command's display name
Description	What the command does
Instruction	The AI prompt/instructions
Execution mode	Combination, Standalone, or Template
Favorite	Whether it's marked as a favorite
Fixed content to append	Text appended to the output at copy time
Hide from quick-access menu	Whether it's hidden from the quick-access overlay
Group name	The command group it belongs to (the group is recreated on import if missing)
Archived state	Whether it was archived, and when
Linked Spaces	Names of Spaces linked to the command (the M:N links are restored on import)
Default Space	The command's default Space, restored if present

Archived commands are included in an "Export All", so a backup captures your full library — active and archived alike.

Exporting Commands

From the File menu

1. Go to File > Export Commands.
2. Choose Export Selected or Export All.
3. Pick a location and filename.
4. Save as .json.

From the Commands view

1. Open Commands.
2. (Optional) Select specific commands using checkboxes.
3. Open the Export/Import dropdown in the toolbar.
4. Choose Export Selected or Export All.

The Commands toolbar holds New Command, AI Builder, a Search box, and an Export/Import dropdown. The dropdown offers Export Selected, Export All, and Import Commands.

Importing Commands

1. Go to File > Import Commands (or use the Commands toolbar dropdown).
2. Select a .json file of exported commands.
3. Review the import preview.
4. Click Import.

Conflict handling — if a command with the same name already exists, you choose how to resolve it:

Option	Behavior
Skip	Keep your existing command; don't import the conflicting one
Replace	Overwrite your existing command with the imported version
Duplicate	Import as a new command renamed with an (Imported) suffix

On import, commands are validated (name ≤ 100 chars, instruction 10–10,000 chars, description ≤ 500 chars, fixed-content-append ≤ 5,000 chars). Imported commands show a NEW badge until you first edit or run them, and their groups and Space links are recreated automatically.

---

Space Import/Export

Spaces export as ZIP packages because they bundle both metadata and the extracted file contents.

What Gets Exported

A Space export includes:

Component	Description
Space metadata	Name, description, emoji icon, color, token budget
Space items	All files and text blocks in the Space
File contents	The extracted text from each document
Token counts	Raw and compact token usage per item
Data mode	Whether items are stored raw or compacted

See Spaces and Smart Compaction & Data Modes for what these fields mean.

Exporting Spaces

1. Open Spaces.
2. (Optional) Select specific Spaces.
3. Open the Export/Import dropdown in the toolbar.
4. Choose Export Selected or Export All.
5. Save as .zip.

Importing Spaces

1. Open the Export/Import dropdown in the Spaces toolbar.
2. Choose Import Spaces.
3. Select the .zip file.
4. Review the Spaces and files to be imported.
5. Click Import.

Conflict handling — same options as commands: Skip, Replace, or Duplicate (imported as a new Space).

---

Provider Import/Export

LLM provider configurations export as ZIP packages so encrypted secrets travel safely.

What Gets Exported

• Provider type, display name, model(s), capabilities, and model parameters.
• API keys stay encrypted in the archive — they are never written in plain text.
• The provider that was active at export time is recorded so it can be reactivated after import.

Gateway (Dedicated API) providers are skipped. They're provisioned automatically when you sign in, so there's nothing to export or import for them.

Importing Providers

1. Open the provider Export/Import option.
2. Select the .zip file.
3. Review the preview — Rephlo shows each provider, any name conflicts, and whether its secrets will decrypt on this machine.
4. Choose conflict resolution (Skip / Replace / Duplicate) and click Import.

Cross-machine note: API keys are encrypted to the machine that created the export. On a different computer, decryption fails by design and the affected providers are imported with their keys cleared — you'll re-enter the key and re-test. On the same machine, secrets are restored intact. See the cross-machine section in Global Import & Export.

---

History Export

Execution history can be exported for record-keeping, analysis, or compliance.

Exporting History to CSV

1. Open History.
2. (Optional) Filter by date range, command, or provider.
3. Click Export CSV in the toolbar.
4. Choose a location and save.

CSV Contents

The exported CSV includes:

Column	Description
Timestamp	When the command was executed
Command Name	Which command was used
Provider	AI provider (OpenAI, Anthropic, etc.)
Model	Specific model used
Input Text	The text that was processed
Output Text	The AI's response
Tokens In	Input token count
Tokens Out	Output token count
Status	Success, Error, or Cancelled

History export is one-way. You can export history to CSV, but you cannot import history back into Rephlo. See History & Audit.

---

Common Use Cases

Back Up Before Reinstalling

1. Export all commands to commands-backup.json.
2. Export all spaces to spaces-backup.zip.
3. Export providers to providers-backup.zip.
4. Export history to history-backup.csv.
5. Note your API keys separately (encrypted keys can't be decrypted on a fresh install).
6. Store backups in cloud or external storage.

Share Commands with Teammates

1. Export the commands you want to share as JSON.
2. Send the file (email, chat, shared drive).
3. Teammates import it, choosing Skip or Duplicate to protect their own commands.

Move to a New Computer

1. On the old machine, export commands, spaces, and providers.
2. Transfer the files.
3. Install Rephlo on the new machine and import.
4. Re-enter API keys (they don't move between machines).

---

Access Locations Summary

Feature	Location
Command export/import	File menu, or the Commands view toolbar
Space export/import	Spaces view toolbar > Export/Import dropdown
Provider export/import	Provider Export/Import option in Settings > Providers
History export	History view > Export CSV button
Everything at once	Global Import & Export

---

Best Practices

1. Regular backups — export commands and spaces monthly, or before major changes.
2. Descriptive filenames — e.g. commands-2026-01-15.json for easy identification.
3. Organize backups — keep a dedicated folder for Rephlo backups.
4. Test imports — after importing, verify a few commands work as expected.
5. Share responsibly — review commands before sharing so no sensitive content leaks.
6. Keep keys in a password manager — they can't be recovered from a backup on a different machine.

---

Next Section: Move everything in one archive with Global Import & Export, or configure Rephlo in Settings.