Your data: exports and deletion

Your data is yours to take out of Roiva and to remove. This covers each way to do both, from one table to the whole account.

Export a table

The Export button beside the search and filters on a list downloads what you're looking at, as CSV or Excel (.xlsx). It follows the page's filters, search, sort and reporting period, and includes every page of results, not only the one on screen. You'll find it on the Initiatives list, cost entries, value entries, implementations, metric entries and a reading's records, Decisions, sync runs, the Finance pages (AI Spend, in either scope, Budget, Allocations and Accounting Periods), and Organization Settings → Members and Audit Log.

A CSV holds up to 50,000 rows and an Excel file up to 25,000. Over that, narrow the filters or the reporting period and try again. Each table export is recorded in the audit log.

For reports built for sharing, such as the Board Brief, see Board Brief and reports.

Export everything

Organization Settings → General → Account Export → Export all data builds one ZIP of CSVs covering the whole account. Owners and Admins can do this on every plan, Free included.

The ZIP holds initiatives and their notes, activity, approvers, implementations, documents (with the uploaded files) and portfolio decisions; value entries, value formulas with every version, assumptions, approval decisions and measurement charters; cost entries, recurring costs, budgets and vendors; metrics and metric entries; your warehouse metric queries with what each version returned; finance records such as accounting periods, allocation rules and journals; connections, their sync runs and every record they've synced; members and invitations; and the audit log. A README inside says what each file is. Integration credentials and access tokens are never included.

It's built in the background. You'll get a notification when it's ready, and Download appears beside it on the Account Export card.
Only one export can be in progress at a time.
Every Owner who didn't make the export is emailed that one was made, and the request and each download are recorded in the audit log.
The file is deleted from Roiva after seven days. The record that it was made stays.
On a plan that includes API access, Roiva can also write this export to an S3 bucket you own every week. See Deliver them to your own bucket in Roiva's figures in Power BI and your data warehouse.
If nobody in your organization can sign in any more, write to security@roiva.ai and Roiva staff can generate the export for you. That's recorded in the audit log with the reason, every Owner is emailed, and the file is kept for 30 days.

Every night, to Power BI or a warehouse

Organization Settings → Reporting Tables turns on a nightly build of Roiva's figures as Parquet files, for Power BI to read or a data warehouse to load: the figures and the evidence behind them, rather than the whole account. Roiva keeps each build's files for 14 days, and the newest until a newer one replaces it; turning the builds off lets them expire. See Roiva's figures in Power BI and your data warehouse.

Delete an initiative

In the Initiatives list, the … menu at the end of the initiative's row has Delete. Only an Owner or Admin can do this, and only while the initiative has no costs and no approved value: those count in portfolio ROI, and deleting it would take them out. Pause, complete or dismiss it instead. It removes the initiative and everything recorded against it (cost and value entries, metric entries, notes and its activity) and can't be undone. The audit log keeps a record of who deleted it and what it held.

It's refused if the initiative has a cost entry or an approved value entry in a locked accounting period. To stop tracking an initiative without losing its history, dismiss it instead. See The initiative lifecycle.

Leave an account

Choose Profile in the menu under your name at the bottom of the sidebar, then Leave Account. You lose access straight away, and the account's Owners and Admins are notified. You come off any initiative's approval chain there, and any approval delegation you gave or held there that's still running or yet to start ends; the audit log records each. If you belong to another Roiva account you move to it; otherwise you're signed out. If you signed in through this account's single sign-on, you're signed out either way, since that sign-in covers only this account.

You can't leave if you're the account's only member. Invite someone first, or delete the account.

You can't leave if you're the account's only Owner, either: an account always needs an Owner to manage billing and delete it. Use Contact Support to transfer ownership to another member first.

Delete yourself from Roiva

Under Profile → Security, choose Delete my account. This deletes your Roiva user everywhere: your sign-in, two-factor setup, profile, notifications, Assistant chat history, and any exports you made, apart from the reports in Export history, which stay with the account as they were generated, no longer linked to your user. Type your email and current password, then choose Permanently delete my account. It can't be undone.

Each account you belong to carries on without you, and its Owners and Admins are notified. The work you did in them stays, with your name removed: an initiative you owned, say, or a value entry you recorded. You come off every approval chain and running delegation, each recorded in the audit log. In audit records others wrote, your email, and the name stored beside it (an approval chain you were on, a delegation to you), say "a deleted user" instead. A name recorded on its own, such as who signed a measurement charter, stays. Roiva keeps one record that the deletion happened, with no personal details in it.

If you're the only member of an account, the page says so and won't let you continue. Invite someone to that account, or delete it first.

If you're the only Owner of an account that has other members, the page says so too. Transfer ownership through Contact Support first.

Delete the whole account

Only the Owner can do this; Admins see Delete Account turned off. Download an export first: nothing can be recovered afterwards.

Go to Organization Settings → General → Danger Zone and choose Delete Account.
Type DELETE to confirm, then choose Permanently Delete.

Everything in the account is deleted: members, initiatives, connections, metrics, finance records including locked accounting periods and journals, and billing records. Anyone who belonged only to this account has their Roiva user deleted too; people who belong to other accounts keep their sign-in. You're signed out, and Roiva keeps one record that the account was deleted, with no personal details in it.

Whether you delete yourself or the whole account, Roiva's encrypted database backups still hold it until they expire, 30 days after they're taken. Roiva restores a backup only to test that restoring works or to recover the whole service, never to bring back one account or one person, and if it ever does, it repeats every deletion made after the point it restored to.

To stop paying without deleting anything, see Plans and billing.

If Roiva went away: what you keep — what the export and the reporting tables each hold, and what neither does
Common questions — more about importing, exporting and deleting
Inviting your team — adding the member you need before you leave