Download all submission files in bulk
Pull all the uploaded files from your applicants to your own pc or Dropbox account. Download a PDF of each submission too.
Zack Schwartz avatar
Written by Zack Schwartz
Updated over a week ago

You may require that your applicants upload files to their submissions. OpenWater stores this data nicely for you, but you may want to download all of those files at some point. Additionally, you can download PDFs of all of the submissions as well.

There are two methods to pull all of the files from the system.

  • Download to your own computer using our Windows or Mac applications

  • Download the files to your Dropbox account

If you wish to download to your computer, please download and install the appropriate application for

To use Dropbox, you need to have a Dropbox account that has enough space to store all of your submission files. You can sign up for Dropbox here:

To download all the files, you first need to access a submission report or create a new report. Select the report for which you want to download submissions from.

Click Download Files.


Choose your desired options of what you wish to download and in what folder structure. Choose Download all Media Attached to Applications to pull the actual files uploaded with the submissions. Check Download PDF as Applicant / Judge if you want to include a PDF of the submission as well.

You can also choose to download everything to one base folder, or to break it up into a tree-like folder structure that is named either by Category Name or Category Code. Categories and sub-categories will have folders and sub-folders. 

For example:
Category A\Sub Category A
Category B\Sub Category B\Sub Sub Category C

If you chose the Flat option, all categories and sub categories will be flattened to Category A_Sub Category A
Category B_Sub Category B_Sub Sub Category C

Flat categories are useful if you have a large tree structure for you categories.

Submissions will be placed in the folder for its category.

You can also place each set of files for each submission in their own folder, which can be named with the Application Name or the submission ID. 

And finally, you can name each file consistently by Application Name, Application Code, or use the Original File Names.

If necessary, you can use the Consistent File Naming by Application Code to blind judges from knowing application names submitted by applicants. This option is also recommended for better syncing when saving files to Dropbox.

Choose the method you prefer to download with.

Save to Dropbox

We recommend this approach since the download will be the fastest. Clicking Save to Dropbox will show a popup asking you to login with your Dropbox account. Make sure your Dropbox account has enough storage for the download.

It is recommended to use the Consistent File Naming by Application Code instead of Consistent File Naming by Application Name for files to save properly into Dropbox.

Download with OpenWater

This approach will use the OpenWater provided applications. Click Begin Download Using OpenWater Bulk Download Tool after you have downloaded the tool listed at the beginning of this help article.

Select a folder to download to on your local machine.

Start the download and observe the progress as each file is downloaded.

View Individual Files

View Individual Files will show a table with links to quickly download one-off files as needed.

Request a Hard Drive to be Shipped to You

If you are using a home office or small business network, such as Comcast / Comcast Business you might incur throttling by your provider for very large downloads (e.g. 500 GB+).

Typically large corporate internet providers such as Cogent and Allied Telecom incur challenges with downloads larger than 2TB.

If you prefer to have OpenWater perform the download for you and mail you a hard drive you can contact your support representative.

  1. Prepare a Report in OpenWater using the steps above

  2. Send the link to the report to your representative and request a Hard Drive Download

  3. For downloads less than 2 TB in size, the cost is a flat rate $1000 with a timeline of 10 business days.  Downloads 2TB or less can be rushed based on availability for a fee.

  4. For downloads greater than 2 TB in size, the cost is $1000 + $250 per additional TB with a timeline of 10 business days for the first 2 TB + 1 additional business day per additional TB.  Downloads larger than 2 TB cannot be rushed.

Your data will be shipped via FedEx 2-Day shipping on an external USB hard drive.  For an additional fee we can copy the data to a second hard drive for redundancy or use a faster shipping method.

The hard drive will be mailed in an unencrypted format, however if the information is sensitive, just ask us to encrypt it at no additional charge.  Encryption will require double the time to prepare.

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