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. Take a complete backup
  3. Export reports

Which option do I choose?

  1. If you need to export data from individual modules, you can use the export option in the Data Administration tool.
  2. If you want to export all the data in your CRM (data in all the modules, attachments, configuration details, etc), taking a complete backup is the way to go.
  3. If you require a specific set of data that is sorted, grouped, and spans across 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 a maximum of 200,000 records from a single module in one go. These will be 200,000 of the oldest records that satisfy your export criteria. These records (in the CSV format) will be zipped. The download link for an export will be available for a period of 7 days.
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
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 () near the top-right corner.
  2. Go to the Data Administration section and click Export.
  3. In the Export Data page, click Start an Export.

  4. In the Export Data page that opens, do the following:
    1. Select a module, subform, or Notes from the Module drop-down list.
    2. Select an option from the Custom View drop-down list. This could be a 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. Select an option from the Fields drop-down list. Your options are Fields from Custom View (only available if a list view is chosen in the Custom View drop-down list), All fields, and Choose fields.
      If you've selected Choose fields, you can pick fields from the module and its lookup modules.

    4. Click Export.
      Your export will be added to the Export History table with the status 'In progress'.

  5. 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 quickly export a custom view, you can initiate it from the Actions menu in a module page. To do this, you should:
  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. You can see details including:
    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 often becomes 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 fields which were chosen

  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 7 days from the time of export.
  6. Request Data Backup: Use this link if you want to export all the data in your CRM.
Admins can view the exports done by all the users. A non-admin user will only be able to view the exports initiated by that user.

Note

  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 is inclusive of the criteria set for the module and the 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 the export
  7. If your export throws 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, it is recommended that you look for warnings about executable operations when opening an exported file 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

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