Export CRM Data

Export CRM Data

Depending on your needs, you may wish to export all or part of the data stored in your CRM. Some common needs include segmenting customers, sharing data with collaborators, meeting compliance-related requirements, creating reports, and archiving your data.

What are the options available?

There are three export-related options in Zoho CRM:
  1. Export module data.
  2. Make a complete backup.
  3. Export reports.

Which option do I choose?

  1. If you need to export data from individual modules, you can go to the module, and under Actions, select Export, or you can use the export option in the Data Administration tool.
  2. If you want to export all the data in your CRM (all module data, including attachments, configuration details, etc.), making a complete backup is the way to go.
  3. If you require a specific set of data that's sorted, grouped, and encompasses multiple modules, the best option is to create a report and export it.
Let's look at the first option: exporting the data stored in your CRM's modules.

Export module data

You can export data from modules in both CSV and XLSX formats. The download link for an export will be available for a period of seven days, and the file will be downloaded as a zip.

In XLSX format, you can export a maximum of 50,000 records. 

In CSV format, you can export a maximum 200,000 records from a single module in one go. You can also choose the character set for your CSV file as your encoding system, which retains international characters.
Notes
Limits for number of exports per day will vary based your CRM's edition:
1. Free - 10
2. Starter - 50
3. Standard - 100
4. Professional - 250
5. Enterprise - 500
6. Ultimate - 1000
Idea
If you need to download more than 200,000 records from an individual module, you can:
  1. Set criteria based on Created Time to create and download multiple exports.
  2. Take a local backup to get the entire set of records from that module.

Availability

Users with Export (Module) permission in their profile can access this feature.

To export data

  1. Go to Setup → Data Administration → Export.
  2. In the Export Data page, click Start an Export.

    You can also navigate to the relevant module menu, go to Actions, and select Export to get the export dialog box to appear.

  3. Under Export Data, do the following:
    1. Select a module, subform, or Notes from the Module drop-down list.
    2. Select an option from the Custom View dropdown list: the standard list view, a custom list view, or based on criteria.


      If you've chosen a subform in the Module drop-down list, you can set criteria for the subform as well.
    3. You can choose to export Fields from Custom View, All fields, or Choose fields to be exported.   
      - If you choose to export based on criteria, the       Fields from Custom View will not be available.
      - If you've chosen to export All Fields, all data will be exported. However, if you want to export all fields except a few fields, click Exclude Fields and select which fields need to be excluded.  You can also exclude the Record ID
      field from being one of the columns in the export file.



      Notes
      Note:
      You can select up to 20 fields to exclude from your export action. If you've selected Choose fields, you can select a maximum of 200 fields from the respective module and its lookup modules altogether.

      - If you've selected Choose fields, you can select fields from the respective module and its lookup modules.

    4. Select the download file format—CSV or XLSX—before exporting the data.

    5. If you opt to export as CSV, you can choose the character set for your CSV file as your encoding system, which retains international characters.

    6. Click Export.

    7. Your export will be added to the Export History table, with the status In progress.

  4. When the status changes to Completed, hover over the entry and click the Download link () to download the data to your local device.

To export a custom view

If you want to export a custom view quickly, you can initiate it from the Actions menu in the relevant module. To do this, follow these steps:
  1. Select a custom view in a module page.
  2. Click the Actions button and select Export [Module].
  3. In the Export Data page that appears, the Module, Custom View, and Fields dropdown lists will be auto-selected based on the custom view.
  4. Click Export.

Where can I track my exports?

Users with the requisite permission in their profile can access the Export Data page at Setup () > Data Administration > Export.

The following options are available on this page:
  1. Start an export: Use this button to create an export of the data in individual modules or their subforms.
  2. Export History: Use this table to track your exports over the past 60 days and view details, including the following:
    1. The module from which the data was exported
    2. The user who initiated the export
    3. The date and time when the export was initiated
    4. The number of records that were exported
    5. The status of the export (In Progress, Completed, Error while Processing)
  3. Filter: Use this to filter the entries in your export history. The list of exports can become lengthy, especially in large organizations where data is exported multiple times per week by multiple users. In such a situation, you can use this option to find a specific export or a set of exports quickly. You can filter by:
    1. User
    2. Module
    3. Date

  4. Individual export: Click on a specific export to access the Export Details page. This page contains the details found in the Export History table and also includes:
    1. The custom view or criteria that was used
    2. The file type and charset that were selected
    3. The fields that were selected
  5. Download link: When you hover over an individual export, you'll see a download link(). Click it to download the data to your local device. It will be available for a period of seven days from the time of export.
  6. Request Data Backup: Use this link if you want to export all the data in your CRM.
Notes
Note: Admins can view the exports performed by all the users. Non-admin users can only view exports they've initiated.

Notes

  1. You'll receive a notification when an export is ready for download.

  2. You can set a maximum of 25 criteria for an export. This number includes criteria set for the module and criteria set for the subform.
  3. You can select a maximum of 200 fields in an export.
  4. You can pick fields from a maximum of five lookup modules.
  5. Administrators can download the export data of other users.
  6. Tags can be included in exports.
  7. If your export encounters an error, you can try to export again using the retry option.
  8. Zoho CRM does not in any way include any kind of harmful information or data in your exported files. However, as a precautionary measure to safeguard yourself from unknown security threats, we recommend that you look for warnings about executable operations when opening exported files in MS Excel. Please refrain from updating any commands in the CSV file exported from Zoho CRM.
  9. To learn about how GDPR/HIPAA-related settings affect your export, see:
    1. Restrict Data in Export(GDPR)
    2. HIPAA compliance in Zoho CRM