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Export Functionality

The Export system provides comprehensive data export capabilities, allowing you to extract data from any part of the platform in various formats for analysis, reporting, backup, or integration with external systems.

Overview​

Export functionality enables you to:

  • Export data in multiple formats
  • Schedule automated exports
  • Create custom export templates
  • Filter and select specific data
  • Secure data transfers
  • Maintain compliance requirements

Export Formats​

Available Formats​

  • CSV: Comma-separated values for spreadsheets
  • Excel (XLSX): Native Excel format with formatting
  • PDF: Formatted reports and documents
  • JSON: Structured data for developers
  • XML: Industry-standard data exchange
  • TXT: Plain text format

Format Selection​

Choose formats based on use case:

  • Analysis: CSV or Excel
  • Reports: PDF
  • Integration: JSON or XML
  • Archives: CSV or TXT
  • Presentations: PDF or Excel

Accessing Export​

Quick Export​

Available throughout the platform:

  1. Look for Export button in list views
  2. Click to open export options
  3. Select format and fields
  4. Download immediately

Export Center​

Centralized export management:

  1. Navigate to Tools > Export Center
  2. Access all export options
  3. View export history
  4. Manage scheduled exports

Export Types​

Contact Exports​

Export contact and lead data:

  • Basic contact information
  • Custom fields
  • Communication history
  • Activity logs
  • Tags and segments
  • Engagement metrics

Campaign Exports​

Extract campaign performance:

  • Campaign settings
  • Recipient lists
  • Engagement metrics
  • Click tracking
  • Conversion data
  • Revenue attribution

Financial Exports​

Export financial data:

  • Transaction history
  • Invoice records
  • Payment logs
  • Commission reports
  • Tax summaries
  • Revenue reports

Activity Exports​

Export system activities:

  • User actions
  • Login history
  • Change logs
  • API calls
  • Error logs
  • Audit trails

Export Configuration​

Field Selection​

Choose which fields to export:

  1. Select All: Include all available fields
  2. Custom Selection: Pick specific fields
  3. Field Groups: Pre-defined sets
  4. Saved Selections: Reuse configurations

Data Filtering​

Apply filters before export:

  • Date ranges
  • Status filters
  • Custom criteria
  • Advanced queries
  • Segment selection
  • Tag filtering

Data Transformation​

Transform data during export:

  • Date formatting
  • Currency conversion
  • Field mapping
  • Value translation
  • Aggregation
  • Calculated fields

Scheduled Exports​

Creating Schedules​

Set up automated exports:

  1. Click Schedule Export
  2. Configure export settings
  3. Set schedule:
    • Daily
    • Weekly
    • Monthly
    • Custom frequency
  4. Choose delivery method

Schedule Management​

  • View all scheduled exports
  • Edit schedules
  • Pause/resume exports
  • Delete schedules
  • Monitor execution
  • Error handling

Delivery Options​

  • Email: Send to recipients
  • FTP/SFTP: Upload to server
  • Cloud Storage: Google Drive, Dropbox
  • API Webhook: Send to endpoint
  • Local Download: Save to computer

Export Templates​

Creating Templates​

Save export configurations:

  1. Configure export settings
  2. Click Save as Template
  3. Name your template
  4. Add description
  5. Set permissions

Using Templates​

  • Browse template library
  • Search by name or type
  • Preview template settings
  • Apply to new exports
  • Share with team

Template Management​

  • Edit existing templates
  • Clone templates
  • Delete unused templates
  • Import/export templates
  • Version control

Large Data Exports​

Handling Large Datasets​

For exports over 100,000 records:

  • Background processing
  • Progress notifications
  • Chunked downloads
  • Compression options
  • Resume capability

Performance Optimization​

  • Off-peak scheduling
  • Incremental exports
  • Field limitation
  • Index usage
  • Query optimization

Security and Compliance​

Data Security​

  • Encrypted exports
  • Password protection
  • Secure transfer protocols
  • Access logging
  • IP restrictions

Compliance Features​

  • GDPR compliance
  • Data anonymization
  • Audit trails
  • Retention policies
  • Right to data portability

Access Control​

  • Role-based permissions
  • Export approval workflow
  • Data classification
  • User restrictions
  • Department limitations

Export History​

Viewing History​

Track all exports:

  • Export date and time
  • User who exported
  • Data type and format
  • Record count
  • File size
  • Status

History Management​

  • Search export history
  • Filter by criteria
  • Download past exports
  • Delete old exports
  • Archive history

Advanced Export Features​

Custom Queries​

Create complex exports:

  • SQL-like queries
  • Multiple table joins
  • Conditional logic
  • Aggregations
  • Grouping

Data Relationships​

Export related data:

  • Parent-child records
  • Many-to-many relationships
  • Hierarchical data
  • Cross-references
  • Linked records

Formatting Options​

Customize export appearance:

  • Column headers
  • Date formats
  • Number formats
  • Currency symbols
  • Custom separators

API Exports​

API Access​

Programmatic export access:

GET /api/export/contacts?format=csv&fields=all
POST /api/export/custom

API Features​

  • RESTful endpoints
  • Batch operations
  • Streaming support
  • Webhook notifications
  • Rate limiting

Integration Options​

  • Third-party tools
  • Business intelligence
  • Data warehouses
  • Analytics platforms
  • Custom applications

Best Practices​

Export Planning​

  • Define purpose clearly
  • Select minimal fields needed
  • Use appropriate formats
  • Consider file sizes
  • Plan for updates

Data Quality​

  • Validate before export
  • Clean data first
  • Check completeness
  • Verify accuracy
  • Document issues

Performance​

  • Export during off-hours
  • Use filters effectively
  • Limit field selection
  • Consider pagination
  • Monitor system impact

Troubleshooting​

Common Issues​

Export Failures​

  • Check permissions
  • Verify data availability
  • Review filter criteria
  • Check system resources
  • Examine error logs

Formatting Problems​

  • Verify field mappings
  • Check character encoding
  • Review date formats
  • Validate formulas
  • Test with sample data

Performance Issues​

  • Reduce dataset size
  • Optimize queries
  • Schedule off-peak
  • Use incremental exports
  • Contact support

Export Limits​

  • Maximum records: 1 million
  • File size limit: 2GB
  • Concurrent exports: 5
  • API rate limits: 100/hour
  • Storage duration: 30 days

Use Cases​

Regular Reporting​

  • Monthly summaries
  • Quarterly reviews
  • Annual reports
  • Board presentations
  • Compliance documents

Data Migration​

  • System transitions
  • Backup procedures
  • Archive creation
  • Platform changes
  • Disaster recovery

Analysis​

  • Business intelligence
  • Trend analysis
  • Performance metrics
  • Predictive modeling
  • Custom reporting

Integration​

  • CRM synchronization
  • Accounting systems
  • Marketing platforms
  • Data warehouses
  • Custom applications