Permission Required
Users with the permission to Export Records can export data from the Desk modules.
Check Availability and Limits

Exporting data from Zoho Desk

All records:

Export based on views:

Export based on criteria:

Select fields to export:

1. All fields: Users can export all available fields from the module.
   
2. Specific fields: Users can select only the fields they want to export. This option includes fields from all layouts within the module, allowing users to choose the desired fields. 
   

Timelines:

1. Created time
   
2. Closed time
   
3. Modified time
   
4. Completed time
   

Date range:

1. Custom date range: Users can select a start and end date for the data export.
   
2. Predefined Date Range: Users can select from available date ranges, which can be found when creating a report.
   

Points to remember

1. Modules available for export: Users can export data only from one module at a time. They can export data from both standard and custom modules.
   
2. Export is department-specific, hence cannot be viewed when All departments is selected.
   
3. Date and time: All Date/Time columns are exported in GMT format, regardless of the user’s timezone.
   
4. Record Count: Users can export up to 50,000 records at once. Data above 50,000 can be retrieved as backup.
   
5. Module-based limitation:
   
1. When the Agent is selected, All Records will be exported with all respective fields; the View-Based Export and Criteria-Based Export options will be disabled.
   
2. When the Article module is selected, the Criteria field will be disabled. Articles can be exported based on views, but not based on criteria.
   
6. Blueprint views: All the blueprint views cannot be exported, blueprint views such as:
   
1. Active Blueprint Tickets
   
2. All Transitions
   
3. My Transitions
   
4. My Team Transitions
   
5. Unassigned Transitions
   
7. When exporting modules that contain lookup fields, only the lookup ID is included in the export, not the lookup name. For example, if the Tickets module has a lookup to the Contacts module, the ticket export will contain the Contact ID instead of the Contact name.
   
8. Revoke export: Users cannot revoke an export once it has been initiated.
   

To export data

1. Go to Setup > Data Administration > Export.
   
2. Choose the desired Department, and click New Export.
   
3. In the New Export page, choose the Module.
   
4. Select the desired export records option:
   
1. All Records
   
2. Export Based on Views
   
3. Export Based on Criteria
   
5. Choose between All Fields or Specific Fields for export.
   
6. Choose the desired Time Frame, either by selecting the time in Based on field or by specifying a predefined or custom date range.
   
7. Click Export.
   

Accessing export history

1. Module: The module from which the data was exported (e.g., Tickets, Contacts, etc.)
   
2. Modified by: The user who initiated the export.
   
3. Initiated time: The time when the export was initiated.
   
4. Status: In progress, completed, failed. 
   
5. Export can fail due to several reasons, such as internet connectivity issues, or technical glitches at the backend.
   
6. Export file: Contains the exported file, which users can download. The downloadable link is valid ONLY for 7 days.  
   
1. Once the export is complete, the user will be notified via email, as well as in the notification center in their Desk account.
   
2. Export history can be filtered based on module, initiated by, initiated time, and status. 
   
7. Audit log: Export history can be viewed in the audit log as well.