Global Import & Export
Global Import/Export allows you to backup or transfer your entire Rephlo configuration in a single operation. Unlike individual exports (see Import & Export), this feature packages all your data types into one comprehensive archive.
GLOBAL EXPORT OVERVIEW
======================
┌─────────────────────────────────────────────────────────────────────────┐
│ GLOBAL EXPORT PACKAGE │
├─────────────────────────────────────────────────────────────────────────┤
│ │
│ ┌───────────────────────────────────────────────────────── ────────┐ │
│ │ rephlo-backup.zip │ │
│ │ │ │
│ │ ┌───────────┐ ┌───────────┐ ┌───────────┐ ┌───────────┐ │ │
│ │ │ Commands │ │ Spaces │ │ History │ │ Providers │ │ │
│ │ │ JSON │ │ ZIP │ │ JSON │ │ JSON │ │ │
│ │ └───────────┘ └───────────┘ └───────────┘ └───────────┘ │ │
│ │ │ │
│ │ ┌───────────┐ ┌───────────┐ │ │
│ │ │Conversat- │ │ manifest │ │ │
│ │ │ ions │ │ .json │ │ │
│ │ │ JSON │ │ │ │ │
│ │ └───────────┘ └───────────┘ │ │
│ │ │ │
│ └─────────────────────────────────────────────────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────────────────┘
What Gets Exported
Global Export can include all of your Rephlo data:
| Data Type | Description | Format |
|---|---|---|
| Commands | All commands, groups, favorites, settings | JSON |
| Spaces | Spaces with all files and content | ZIP |
| History | Complete usage history with inputs/outputs | JSON |
| Providers | LLM provider configurations (API keys encrypted) | JSON |
| Conversations | Chat sessions with full message history | JSON |
Note: API keys and secrets are encrypted using Windows DPAPI. They can only be decrypted on the same machine where they were created.
Exporting Your Data
Step 1: Open Global Export
- Go to File menu
- Click Export All Data...
Step 2: Select What to Export
The Global Export dialog shows checkboxes for each data type:
┌─────────────────────────────────────────────────────────────────────────┐
│ GLOBAL EXPORT DIALOG │
├─────────────────────────────────────────────────────────────────────────┤
│ │
│ ┌─────────────────────────────────────────────────────────────────┐ │
│ │ Export All Data [X] │ │
│ ├────────────────────────────────── ───────────────────────────────┤ │
│ │ │ │
│ │ Select data to export: │ │
│ │ │ │
│ │ [x] Commands 45 commands, 5 groups │ │
│ │ [x] Spaces 12 spaces, 234 files │ │
│ │ [x] History 1,847 records │ │
│ │ [x] Providers 3 configured │ │
│ │ [x] Conversations 28 conversations, 412 messages │ │
│ │ │ │
│ │ ───────────────────────────────────────────────────────────── │ │
│ │ │ │
│ │ Estimated size: ~12.4 MB │ │
│ │ │ │
│ │ [Cancel] [Export...] │ │
│ │ │ │
│ └─────────────────────────────────────────────────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────────────────┘
Step 3: Choose Location and Export
- Click Export...
- Choose a location and filename
- The default name includes the date:
rephlo-backup-2026-01-20.zip - Click Save
Step 4: Wait for Completion
A progress dialog shows the export status:
- Preparing commands...
- Packaging spaces...
- Exporting history...
- Creating archive...
When complete, you will see a summary of what was exported.
Importing Your Data
Step 1: Open Global Import
- Go to File menu
- Click Import All Data...
- Select your
.zipexport file
Step 2: Review Import Preview
Rephlo validates the archive and shows you what will be imported:
┌─────────────────────────────────────────────────────────────────────────┐
│ GLOBAL IMPORT DIALOG │
├─────────────────────────────────────────────────────────────────────────┤
│ │
│ ┌─────────────────────────────────────────────────────────────────┐ │
│ │ Import All Data [X] │ │
│ ├─────────────────────────────────────────────────────────────────┤ │
│ │ │ │
│ │ Archive: rephlo-backup-2026-01-20.zip │ │
│ │ Created: January 20, 2026 at 2:30 PM │ │
│ │ Version: 1.0 │ │
│ │ │ │
│ │ ───────────────────────────────────────────────────────────── │ │
│ │ │ │
│ │ Select data to import: Conflicts Resolution │ │
│ │ │ │
│ │ [x] Commands (45) 8 conflicts [Skip v] │ │
│ │ [x] Spaces (12) 2 conflicts [Skip v] │ │
│ │ [x] History (1,847) - (append) │ │
│ │ [x] Providers (3) 1 conflict [Skip v] │ │
│ │ [x] Conversations (28) 5 conflicts [Skip v] │ │
│ │ │ │
│ │ ! Warning: Export created on different machine. │ │
│ │ Provider API keys will need to be re-entered. │ │
│ │ │ │
│ │ [Cancel] [Import] │ │
│ │ │ │
│ └────────────────────────────────────────────── ───────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────────────────┘
Step 3: Configure Conflict Resolution
For each data type with conflicts, choose how to handle them:
| Option | Behavior |
|---|---|
| Skip | Keep your existing data, do not import conflicting items |
| Replace | Overwrite your existing data with imported versions |
| Duplicate | Import as new items with modified names (e.g., "Command (2)") |
Tip: Use Skip when merging with existing data. Use Replace when restoring from backup to a fresh installation.
Step 4: Import
- Click Import
- A progress dialog shows each phase:
- Importing commands...
- Importing spaces...
- Importing conversations...
- Review the summary when complete
Conflict Resolution Explained
Conflicts occur when an imported item has the same name or identifier as an existing item.
CONFLICT RESOLUTION OPTIONS
===========================
┌─────────────────────────────────────────────────────────────────────────┐
│ HANDLING DUPLICATE COMMANDS │
├─────────────────────────────────────────────────────────────────────────┤
│ │
│ EXISTING IMPORTING │
│ ┌────────────────────┐ ┌────────────────────┐ │
│ │ "Summarize" │ │ "Summarize" │ │
│ │ Created: Jan 10 │ │ Created: Dec 15 │ │
│ │ Prompt: v2 │ │ Prompt: v1 │ │
│ └────────────────────┘ └────────────────────┘ │
│ │
│ ─────────────────────────────────────────────────────────────────────│
│ │
│ SKIP REPLACE DUPLICATE │
│ ┌──────────────────┐ ┌──────────────────┐ ┌──────────────┐ │
│ │ Keep existing │ │ Overwrite with │ │ Import both │ │
│ │ "Summarize" │ │ imported version │ │ "Summarize" │ │
│ │ (ignore import) │ │ │ │ "Summarize │ │
│ │ │ │ │ │ (2)" │ │
│ └──────────────────┘ └──────────────────┘ └──────────────┘ │
│ │
└─────────────────────────────────────────────────────────────────────────┘
When to Use Each Option
| Scenario | Recommended Option |
|---|---|
| Restoring backup to fresh install | Replace |
| Merging data from team member | Skip or Duplicate |
| Updating from older backup | Replace (for newer versions) |
| Trying out shared commands | Duplicate |
ZIP File Structure
Understanding the archive structure can help with troubleshooting or manual inspection:
rephlo-backup-2026-01-20.zip
├── manifest.json # Metadata: version, date, counts
├── commands/
│ └── commands.json # All commands with groups
├── spaces/
│ ├── space-1/
│ │ ├── metadata.json # Space settings
│ │ └── files/ # Space content files
│ └── space-2/
│ └── ...
├── history/
│ └── history.json # Usage records
├── providers/
│ └── providers.json # LLM configurations (encrypted)
└── conversations/
└── conversations.json # Chat sessions and messages
The Manifest File
The manifest.json file contains:
- Export date and time
- Application version
- Machine identifier (for cross-machine detection)
- Counts for each data type
- Total archive size
Cross-Machine Import
When importing an archive created on a different computer:
What Works Normally
- Commands (instructions, groups, settings)
- Spaces (files and content)
- History (usage records)
- Conversations (chat sessions)
What Requires Attention
- Provider API Keys: DPAPI encryption is machine-specific. After import, you must re-enter API keys for all providers.
┌─────────────────────────────────────────────────────────────────────────┐
│ CROSS-MACHINE PROVIDER HANDLING │
├─────────────────────────────────────────────────────────────────────────┤
│ │
│ MACHINE A (Export) MACHINE B (Import) │
│ ┌ ──────────────────────┐ ┌──────────────────────┐ │
│ │ OpenAI Provider │ │ OpenAI Provider │ │
│ │ API Key: sk-xxx... │ ───▶ │ API Key: [Required] │ │
│ │ (Encrypted with A) │ │ Status: Incomplete │ │
│ └──────────────────────┘ └──────────────────────┘ │
│ │
│ After import on Machine B: │
│ 1. Go to Settings > Providers │
│ 2. Click Edit on each provider │
│ 3. Enter your API key │
│ 4. Save │
│ │
└─────────────────────────────────────────────────────────────────────────┘
Security Note: This behavior is intentional. API keys are never exported in plain text, protecting your credentials even if the backup file is accidentally shared.
Common Use Cases
Complete Backup Before Reinstalling Windows
- Open File > Export All Data...
- Select all data types
- Save to an external drive or cloud storage
- Note down your API keys separately (they cannot be decrypted after reinstall)
- After reinstalling, use File > Import All Data...
- Re-enter API keys in Settings
Setting Up a New Computer
- On your old computer, export all data
- Transfer the ZIP file to your new computer
- Install Rephlo on the new computer
- Import the ZIP file
- Re-enter API keys for each provider
Sharing Configuration with Team
- Export with Commands and Spaces selected
- Deselect History, Providers, and Conversations (contains personal data)
- Share the ZIP file with team members
- Team members import using Duplicate to avoid overwriting their own commands
Creating a Clean Backup for Privacy
If you want to backup without sensitive data:
- Deselect Providers (contains encrypted API keys)
- Deselect History (contains your processed text)
- Deselect Conversations (contains your chat messages)
- Export only Commands and Spaces
Best Practices
- Regular Backups: Export weekly or before major changes
- Descriptive Filenames: Include the date:
rephlo-backup-2026-01-20.zip - Secure Storage: Store backups in encrypted cloud storage or external drives
- Test Restores: Periodically verify your backups work by importing to a test environment
- Document API Keys: Keep API keys in a password manager; they cannot be recovered from backups on different machines
- Version Control: Keep multiple backup versions, not just the latest
Troubleshooting
"Invalid archive" error during import
- The ZIP file may be corrupted. Try re-downloading or re-copying.
- Ensure the file was created by Rephlo's Global Export feature.
Missing data after import
- Check if the data type was selected for import.
- Review conflict resolution settings; items may have been skipped.
Provider shows "API key required" after import
- This is expected when importing from a different machine.
- Re-enter your API key in Settings > Providers.
Import seems slow
- Large history files (10,000+ records) take longer to process.
- Space files with many documents require individual processing.
- Consider excluding History for faster imports.
Next Section: Configure Rephlo to your preferences in Settings.