Choose the relevant records
Export selected notes or all matching results across list pages, within request limits.
Export NDIS Case Notes to PDF
Bring a participant’s case notes together for review without copying each record by hand. Filter by participant, session dates and Service, then download a chronological collection with saved note content and template responses.
Included in every plan
Choose a useful file format
Download a combined PDF, one PDF per participant in a ZIP, or one PDF per note in a ZIP.
Return when files are ready
Background generation lets you leave the page and follow progress in your personal export history.
What to know about case note exports
Turn a filtered collection of case notes into a readable PDF or ZIP. Check the scope, choose how to package the notes, and return to My exports when the download is ready.
When a case note export helps
A chronological collection helps an authorised reviewer follow support delivered over time, read participant responses and identify records that need closer attention. Use our plan reassessment preparation guide to organise source notes alongside other supporting documents. An export collects saved records; it does not write a reassessment report or make funding recommendations.
What is included in the PDF?
Exports include saved standard note content or custom template sections and responses, together with amendments and identifying details. Case note attachments are handled separately and are not included in exported files. Recorded session dates and times describe the support session; capture and generation timestamps explain when the export was prepared.
- Participant, Service and author details, note title and current status.
- Recorded session timing and available approval details.
- Saved template labels and responses in their original order.
- Searchable text, page numbers, and a contents page and bookmarks in combined PDFs.
Who can export case notes?
Owners can export notes they are authorised to read. Other users, including Administrators, need both existing note access and a separate export grant for the relevant Service. Owners and Administrators manage those grants. Service access controls still apply, and current access is checked again before a download is delivered.
- Read access alone does not give other users export permission.
- Only Owners can export Legacy / Unclassified notes.
- My exports is personal to the requester within the workspace.
How MyCaseNote helps with case note exports
- 01Filter your records
- 02Choose PDF or ZIP
- 03Download from My exports
Filter, select and check the scope
Start from the case note list and apply the relevant participant, Service, session-date and other available filters. Choose all matching notes across every results page, or select individual notes across pages. Review the count and status breakdown before requesting files.
- Session-date filters include recorded sessions that overlap the chosen period.
- A blocked record requires you to narrow the scope; it is not silently omitted.
- Check status filters if you want approved notes rather than drafts or other states.
The records you need. In the format that fits.
Choose a combined PDF or separate files
Use the default combined PDF to read the collection together. Notes are grouped by participant and ordered oldest first, with a newest-first option. Each note starts on a new page. ZIP formats help when you need separate participant files or an individual PDF for each note.
- Combined PDF: one document containing the collection.
- PDF per participant: separate participant documents in one ZIP.
- PDF per note: individual note documents in one ZIP.
Follow progress and download from My exports
Generation runs in the background using the content captured for that request. You can leave the page, return to My exports, check progress and download a ready file while it remains available. For notes spanning midnight, our overnight support documentation guide explains how session dates differ from note-writing timestamps.
- Downloads expire 24 hours after content capture.
- Minimal personal export history is retained for 30 days.
- Eligible failed requests can be retried; expired files require a new export.
Case Note Exports:
your questions answered.
Clear answers before you get started.
Are attachments included in case note exports?
No. Attachments and attachment filename lists are excluded. Review any supporting documents separately and include them through your organisation’s authorised sharing process when needed.
Does all matching notes include every results page?
Yes. It uses the applied filters across all results pages, rather than just the page on screen. Exports currently support up to 200 notes per request, with additional content, page and file-size limits. Requests that exceed a limit fail explicitly rather than silently truncating the collection; narrow the scope and try again.
Can I export notes written with custom templates?
Yes. The PDF includes each saved template section label and response in its recorded order, along with amendments. Later changes to the template do not replace the structure saved with the note.
Does download expiry remove a file I have already saved?
No. The 24-hour expiry applies to the generated copy available through MyCaseNote. Copies already downloaded must be stored, shared and disposed of according to your organisation’s processes.
Is an export an approved report or a full audit history?
No. It is a captured collection of current note content, amendments and available metadata. It can include different note statuses according to your filters. It does not replace a formal report, guarantee compliance or reproduce every historical version of a note.
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