With the export and import function, you transfer configured Standard Text Codes between different Business Central installations. This enables efficient management of your extended texts and saves time during setup.
When is Export/Import Useful?
Company change: Transfer extended texts from a test company to the production company
Version change: Migrate configurations when switching to a new Business Central version
Data backup: Create regular backups of your extended texts
Multiple environments: Synchronize extended texts between different systems (e.g., Test, Staging, Production)
Use templates: Create standard configurations that you can use for new companies
Collaboration: Share extended texts with other companies or locations
Important
Always create a backup of your current data before importing. The import can overwrite existing records.
Export of Standard Text Codes
Open the Standard Text Codes page via the search in Business Central.
Click Actions > Export.
All Standard Text Codes and their Extended Texts are combined in an XML file and automatically downloaded.
The file is saved in your standard download folder and can now be used for import into another system.
Important
Note: The Reminder field is not considered during import. Extended texts for reminders must be manually activated after import.
Tip
Name the exported file descriptively (e.g., with date and system name) to keep track later.
Import of Standard Text Codes
Open the Standard Text Codes page via the search in Business Central.
Click Actions > Import.
Click click here to browse and select the XML file to import.
Note
Alternatively, drag and drop the file into the blue frame.
If Standard Text Codes already exist, a selection dialog appears with the following options:
Create if not existing
Creates only new records that do not yet exist. Existing records remain unchanged.
Use case:
Addition of new extended texts without changing existing configurations.
Create & overwrite existing records
Completely replaces existing records with the imported records. All local changes are lost.
Use case:
Complete restoration of a backup or overwriting outdated configurations.
Create & update existing records (keep settings)
Updates the text content but retains existing settings (beginning text/ending text, language code, formatting, document types, etc.).
Use case:
Update text content while keeping individual customizations.
Select the desired option and confirm with OK. The import is started.
After a successful import, statistics are displayed showing how many records were imported, updated, or skipped.
Best Practices
Regular Backups
Create regular exports of your extended texts, especially:
Before major configuration changes
After completing important setup work
Before a Business Central update
At regular intervals (e.g., monthly) as a routine
Naming Export Files
Use descriptive file names that contain the following information:
Date: e.g., "2025-12-15"
System/Company: e.g., "Production" or "Test"
Purpose: e.g., "Backup" or "Template"
Example: "NCDT_2025-12-15_Production_Backup.xml"
Import Strategy
Test first: Always perform imports in a test environment first
Choose timing: Import outside business hours to avoid conflicts
Documentation: Record which files were imported when
Validation: Spot-check some critical extended texts after import
Version Control
Keep multiple versions of your exports
Do not delete old exports immediately - keep at least the last 3-5 versions
Store important exports in a secure location (e.g., network drive, cloud storage)
Important Notes
Compatibility: The export file is compatible between different Business Central versions, provided the field structure is identical.
Data backup: Create a backup of your existing configuration through an export before each import.
Test import: Perform the first import in a test environment to check the effects.
Verification after import: Spot-check some extended texts for completeness and correct settings after import.
Reminders: Manually activate the corresponding extended texts for reminders after import.
Frequently Asked Questions
Are formatting options retained during export/import?
Yes, all formatting (font, size, color, alignment, etc.) is completely exported and imported.
Can I export only individual extended texts?
No, the export function always exports all Standard Text Codes. However, you can manually delete unwanted extended texts after import.
What happens to placeholders during import?
Placeholders are transferred unchanged. Ensure that the referenced fields exist in the target system.
Can I use exports between different Business Central versions?
Generally yes, as long as the field structure is identical. For larger version jumps, a test import is recommended for validation.
How can I check what is contained in an export file?
Open the XML file with a text editor or XML viewer. The structure is readable and shows all Standard Text Codes and their settings.
Are conditions (language, time period) also exported?
Yes, all conditions and settings are fully exported and can be imported.
What is the difference between "Update" and "Overwrite"?
Overwrite: Replaces the entire record - all settings are taken from the import file
Update: Updates only the text content but retains your local settings (document types, formatting, etc.)
Can I use exports between different Business Central versions?
Generally yes, as long as the field structure is identical. For larger version jumps, a test import is recommended for validation.
Common Problems
Problem: Import fails with error message
Cause: The XML file is corrupted or has an invalid structure.
Solution:
Open the XML file with a text editor and check for obvious errors
Create a new export and try again
Ensure that the file was completely downloaded
Problem: Undo import
Solution: Import your previously created backup file with the option "Create & overwrite existing records".
Export/Import
