FAQs: Exporting data from Zoho CRM

FAQs: Exporting data from Zoho CRM

How do I export Zoho CRM data?

To export data from CRM  

  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 dropdown list.
    2. Select an option from the Custom View dropdown 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 dropdown list, you can set criteria for the subform and the parent module it belongs to.
    3. Select Fields. Your options are Fields from Custom View, 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 In progress status.
  5. When the status changes to Completed, hover over the entry and click the Download button () to download the data to your local device.
Note: Upon completion of the Export, there will also be a notification (in case user moves to a different page from the export page), they can click on the prompt notification and directly go to the Export detail page.

Limits on the number of exports per day vary based on your CRM's edition:

  1. Free - 10
  2. Standard - 100
  3. Professional - 250
  4. Enterprise - 500
  5. Ultimate - 1,000

See feature-by-feature comparisons of various CRM editions by clicking here.

Note: 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 and will be zipped in .CSV format. The download link for an export will be valid for seven days.

If you need to export more than 200,000 records from a single module, consider the following options:

Set criteria based on Created Time to create and download multiple exports.
Perform a local backup to retrieve all records from that module.

How can I export data from reports in Zoho CRM?  

We support two kinds of exports: formatted and detailed.

In Zoho CRM, you can export formatted reports in Excel, CSV, and PDF formats. For detailed reports exports, only Excel and CSV formats are available. Each export format has specific restrictions regarding the volume of data that can be exported.

Here's a breakdown of those limits:

  1. For a detailed report, you can export up to 50,000 rows at a time. This includes all the information on one page of a report.
  2. For a formatted report, you can export up to 20,000 rows at a time.

To export data from a report:

  1. Go to the Reports module in your CRM.
  2. On the All Reports page, choose the report you want to export.
  3. To export a report, hover your mouse over the desired report, click the ellipsis button (...) that appears, and select Export from the menu.
  4. In the Export Report menu, select the type of export—either a formatted report or a detailed report—and then choose the desired report format.
  5. Click Export.
Your data is ready to be downloaded. Download and save the exported data to your external drive or your local computer.

 

Notes:
  1. Exporting formatted reports: You can export a formatted report that reflects the current view, including any data groupings. Pleae note that there's a maximum export limit of 2,000 rows.
  2. Character limits in multi-line columns: When exporting or scheduling reports that include multi-line columns, the first three columns can contain up to 5,000 characters each. For subsequent columns, the character limit is reduced to 255 characters per column.
  3. Exporting detailed reports: You can export a detailed report that includes all rows without grouping the data by rows or columns. Note that the maximum number of rows you can export in a detailed report is 50,000.

Which option should I choose to export data from my CRM account?  

  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.), making a complete backup is the best way to go.
  3. If you require a specific set of data that's sorted, grouped, and spans across multiple modules, the best option is to create a report and export it.

Can I export certain selected records from Zoho CRM?  

Yes. When you're creating an export, you can elect to export a custom view or set the criteria for that export. You can also select the fields that need to be included in that export. See also>> Export CRM data.

To export custom view data:

If you want to export a custom view quickly, you can initiate it from the Actions menu in a module page. To do so, 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.

How can I share data only with certain selected users?

You can provide access rights to specific users from other roles and groups by creating your own Data Sharing Rules.


See also>> Setting up data-sharing rules.

How can I export notes?  

The Export Notes feature enables you to export notes from Zoho CRM records in CSV format. You can export a maximum of 3,000 notes at a time.

To export notes:

  1. Go to Setup > Data Administration > Export.
  2. On the Export Data page, click Start an Export.
  3. On the Export Data page, select Notes from the dropdown list.
  4. Next, you'll be prompted to select the parent module from the dropdown menu, which is the primary module from which you want to export all the notes.
  5. Next, you can select from custom views of the parent module, such as All Contacts or My Contacts (if the Contacts module is the parent module). Additionally, you can filter notes based on specific criteria by enabling the Include Notes Criteria option.
  6. You can either include all fields or manually select up to 200 fields for the module export. The Parent ID field is automatically included by default.
  7. Click Export, and your file will be ready for download from the list.

How can I automate data exports in Zoho CRM? 

Zoho CRM does not currently support fully automated data exports directly through its interface. However, users can automate data export by using Zoho Flow or APIs to set up workflows that periodically export data. This process involves integrating Zoho CRM with third-party applications or custom solutions to enable automated exports at defined intervals.

Alternatively, you can use the Scheduled Reports feature, which enables you to schedule a report to be sent out regularly—daily, weekly, or monthly—as an email attachment.
See Also>> scheduling reports.
Note: There's a maximum limit of 2,000 rows for each report sent via email.

Can I export specific fields or filtered data sets from a module? 

Zoho CRM allows users to export data from specific modules but does not support exporting only selected fields directly from the export interface. Users must create custom reports that include only the desired fields and then export the report to achieve this.

Is it possible to export data directly into Zoho Sheet or other Zoho applications? 

While Zoho CRM allows exporting data to CSV, Excel, and PDF formats, direct export to Zoho Sheet is not currently supported. Users can export data to CSV and then import it into Zoho Sheet or use Zoho Flow to automate this process.

What should I do if I encounter issues with exported data formats?

If there are issues with data formats after exporting, such as problems with CSV delimiters or Excel compatibility, users should check their system's regional settings and ensure that the correct format options are selected during export. For further issues, contact Zoho CRM support for troubleshooting.

How can I ensure data privacy during exports? 

Ensuring data privacy during exports in Zoho CRM involves several key steps and best practices to safeguard sensitive information:
  1. Access controls: Ensure that only authorized users have permission to export data. Zoho CRM enables administrators to set roles and profiles to manage who can access and export data, which can prevent unauthorized data access and export.
  2. Encryption: Data exported from Zoho CRM can be encrypted. Zoho CRM supports encryption both in transit and at rest, ensuring that data remains protected during the export process and when stored externally.
  3. Audit logs: Use the audit log feature to track data export activities. Zoho CRM provides comprehensive audit logs that record who has accessed what data, what data was exported, and when the export occurred. This helps in monitoring and identifying any unauthorized export activities.
  4. Data minimization: Export only the necessary data. Zoho CRM allows for advanced filtering and data selection options so you can export only the specific records and fields you require. This minimizes the risk of unnecessarily exposing sensitive information.
  5. GDPR compliance: For organizations subject to GDPR, ensure compliance by following Zoho CRM's GDPR guidelines. This includes obtaining proper consent, allowing data subjects to exercise their rights, and maintaining transparency about how their data is processed and exported.
  6. Regular updates and training: Keep your CRM system and security protocols updated. Regularly train your staff on data privacy practices and the importance of following the company's data protection policies during data exports.



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