Exporting data

When we created RealtimeCRM one of the core principles that guided us was allowing Users to remain in control of their data at all times with the ability to take their data with them at any time, there is no extra charge for exporting your data nor does it require any great expertise. RealtimeCRM allows you to take your data with you in an easy to read format in a zip file.

In order to be able to export data ensure that you have permission to do so. To see how to modify User Permissions in RealtimeCRM see the following article.

Export all your data

• Click on your Username in the top right corner
• A drop-down menu will appear, click on ‘Settings’
• You will then be taken to your ‘My Profile’ page, look in the left-hand menu and you will see the ‘Configuration’ heading. You should click on it
• Once you are on the ‘Configuration’ page, scroll down all the way to the bottom of the page
• You will then see a heading that reads ‘Export Data’ and then click the Download all data button below it
• This will then download all existing data within RealtimeCRM into a Zip file for you

I want to export only records of a certain type

Exporting all data is only really useful if you are deciding to move somewhere else, more likely you’d like to export only a selection of your data, for example downloading all your Contacts to upload to a marketing automation platform.

In this example we will download all of our Contacts but you can download records of any type such as all Project records or all Company records.

• Click on the Contacts panel on the left hand sidebar
• On your list of Contacts select the checkbox next to the grey menu bar to select all records in the list
• Now all your Contact records should be highlighted
• Select the Manage selected button and then from the drop-down menu click ‘Export selected records’
• Your Contact records should now be downloaded as a CSV file

I want to export a selection or filtered list of Records of a certain type

There are two ways to do this. The first is to simply manually select the records you want to export by clicking on the check boxes next to each desired record or you can filter your records by some attribute and then export those records. We will go through both.

Exporting a manually selected list of records

In this example we will export a manual selection of Project records, you can of course do this with any other type of record by simply going to the relevant record type page.

• Click on the Projects panel in the left hand sidebar
• Then simply click the check box next to the records you wish to export
• Once you’ve made your selection simply click the Manage selected button and then from the drop-down menu click ‘Export selected records’
• Your list of Projects will now be downloaded as a CSV file

Export a filtered list of records

In this example we will filter our list of Projects by the attribute ‘value’. We only want to export Projects whose value exceeds £10,000.

• Click the Projects panel in the left hand sidebar
• Once on the Projects page you’ll see a list of all your Project records, click the Add filter button and from the drop-down select ‘Value:>’
• Now type in 10000 noting of course that we want only Projects whose value exceeds £10,000 then press enter
• Your list should now be filtered and then click the checkbox next to the grey menu bar to select all records in the now filtered list of Project records
• Select the Manage selected button and then from the drop-down menu click ‘Export selected records’
• Your filtered list of records should now be downloaded as a CSV file