Import & Export
Rephlo lets you backup, share, and migrate your commands, spaces, and history data. This is essential for preserving your work, collaborating with team members, or moving to a new computer.
IMPORT/EXPORT OVERVIEW
======================
┌─────────────────────────────────────────────────────────────────────────┐
│ YOUR REPHLO DATA │
├─────────────────────────────────────────────────────────────────────────┤
│ │
│ ┌───────────────┐ ┌───────────────┐ ┌───────────────┐ │
│ │ Commands │ │ Spaces │ │ History │ │
│ │ (JSON) │ │ (ZIP) │ │ (CSV) │ │
│ └───────┬───────┘ └───────┬───────┘ └───────┬───────┘ │
│ │ │ │ │
│ ▼ ▼ ▼ │
│ ┌─────────────────────────────────────────────────────────────────┐ │
│ │ EXPORT │ │
│ │ ▼ ▼ ▼ │ │
│ │ commands.json spaces.zip history.csv │ │
│ └─────────────────────────────────────────────────────────────────┘ │
│ │ │ │
│ ▼ ▼ │
│ ┌─────────────────────────────────────────────────────────────────┐ │
│ │ IMPORT │ │
│ │ ▼ ▼ │ │
│ │ commands.json spaces.zip (History: export only) │ │
│ └─────────────────────────────────────────────────────────────────┘ │
│ │ │ │
│ ▼ ▼ │
│ ┌───────────────────────────────────────────── ────────────────────┐ │
│ │ NEW COMPUTER / TEAM MEMBER / BACKUP │ │
│ └─────────────────────────────────────────────────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────────────────┘
Command Import/Export
Commands are exported as JSON files, making them portable and easy to share.
What Gets Exported
Each command export includes:
| Property | Description |
|---|---|
| Name | The command's display name |
| Description | What the command does |
| Instruction | The AI prompt/instructions |
| ExecutionMode | Standalone or Combination |
| IsFavorite | Whether it's marked as a favorite |
| FixedContentAppend | Any fixed text appended to input |
| HideFromContextMenu | Visibility in the quick-access menu |
Exporting Commands
From the File Menu
- Go to File > Export Commands
- Choose Export Selected or Export All
- Select a location and filename
- Save as
.json
From the Commands View
- Open Dashboard > Commands
- (Optional) Select specific commands using checkboxes
- Click the Export/Import dropdown in the toolbar
- Choose Export Selected or Export All
┌─────────────────────────────────────────────────────────────────────────┐
│ COMMANDS TOOLBAR │
├─────────────────────────────────────────────────────────────────────────┤
│ │
│ [+ New Command] [AI Builder] [Search...] [Export/Import ▼] │
│ ┌──────────────────────┐ │
│ │ Export Selected │ │
│ │ Export All │ │
│ │ ───────────────── │ │
│ │ Import Commands │ │
│ └──────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────────────────┘
Importing Commands
- Go to File > Import Commands (or use the Commands toolbar dropdown)
- Select a
.jsonfile containing exported commands - Review the import preview
- Click Import
Conflict Handling: If a command with the same name already exists:
- Skip: Keep your existing command
- Replace: Overwrite with the imported version
- Rename: Import as a new command with "(2)" suffix
Space Import/Export
Spaces are exported as ZIP packages because they contain both metadata and file contents.
What Gets Exported
A Space export includes:
| Component | Description |
|---|---|
| Space Metadata | Name, description, emoji, color, token budget |
| SpaceData Items | All files and text blocks in the Space |
| File Contents | The actual extracted text from each document |
| Token Counts | Preserved token usage for each item |
| Compaction Status | Whether items are raw or compacted |
Exporting Spaces
- Open Dashboard > Spaces
- (Optional) Select specific Spaces
- Click the Export/Import dropdown in the toolbar
- Choose Export Selected or Export All
- Save as
.zip
┌─────────────────────────────────────────────────────────────────────────┐
│ SPACES TOOLBAR │
├─────────────────────────────────────────────────────────────────────────┤
│ │
│ [+ New Space] [Search...] [Show Archived] [Export/Import ▼] │
│ ┌──────────────────────┐ │
│ │ Export Selected │ │
│ │ Export All │ │
│ │ ───────────────── │ │
│ │ Import Spaces │ │
│ └──────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────────────────┘
Importing Spaces
- Click the Export/Import dropdown in the Spaces toolbar
- Choose Import Spaces
- Select the
.zipfile - Review the Spaces and files to be imported
- Click Import
Conflict Handling: Similar to commands, if a Space with the same name exists:
- Skip: Keep existing Space
- Replace: Overwrite with imported data
- Rename: Create as a new Space with modified name
History Export
Transaction history can be exported for record-keeping, analysis, or compliance purposes.
Exporting History to CSV
- Open Dashboard > History
- (Optional) Filter by date range, command, or provider
- Click Export CSV in the toolbar
- 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 |
Note: History export is one-way only. You cannot import history back into Rephlo.
Common Use Cases
1. Backup Before Reinstalling
Before reinstalling Windows or Rephlo:
- Export all commands to
commands-backup.json - Export all spaces to
spaces-backup.zip - Export history to
history-backup.csv - Note your API keys from Settings
- Store backups in cloud or external drive
2. Share Commands with Team Members
You have created useful commands for your team:
- Export your commands as JSON
- Share the file via email, Slack, or shared drive
- Team members import into their Rephlo instances
- Everyone benefits from the same optimized prompts
3. Move Configuration to New Computer
Setting up Rephlo on a new machine:
- On old computer: Export all commands and spaces
- Transfer files to new computer
- Install Rephlo on new computer
- Import commands and spaces
- Configure API keys in Settings
4. Version Control for Command Libraries
For teams managing large command sets:
- Export commands regularly (e.g., weekly)
- Store JSON files in a Git repository
- Track changes over time
- Roll back to previous versions if needed
Access Locations Summary
| Feature | Location |
|---|---|
| Command Export/Import | File menu > Export/Import Commands, or Commands view toolbar |
| Space Export/Import | Spaces view toolbar > Export/Import dropdown |
| History Export | History view > Export CSV button |
Best Practices
- Regular Backups: Export your commands and spaces monthly, or before major changes
- Descriptive Filenames: Use names like
commands-2025-01-15.jsonfor easy identification - Organize Backups: Keep a dedicated folder for Rephlo backups
- Test Imports: After importing, verify a few commands work as expected
- Share Responsibly: Review commands before sharing to ensure no sensitive information is included
Next Section: Configure Rephlo to your preferences in Settings.