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Exporting Data from Vtiger CRM

Learn how to export your documents, records, and files easily by using the Export feature in Vtiger CRM.
R
Ruba
27 Nov, 2023 - Updated 6 months ago
Table of Contents

 

Introduction

Vtiger offers you the convenience of exporting data from the CRM to your local computer. You can save the data in your local system in case you need to save a local copy, or if you have to adhere to the compliance rules of your organization. You can export data in the form of CSV or PDF files.

Feature Availability

The Export option is available in all the editions of Vtiger CRM.

Exporting Data from the List View

Data can be exported in bulk from the List View. You can export your data in .csv and .pdf formats.

Exporting data as a .CSV file

Let us take the Contacts module as an example. Follow these steps to export contacts as a .CSV file:

  1. Log in to the CRM.
  2. Click the Menu icon.
  3. Go to Essentials.
  4. Click Contacts.
  5. Select the radio button displayed to the left of the List View columns. This action selects all the contacts in the list.
  6. Click the Export option.
  7. Select one of the following options:
    1. Export selected records
    2. Export data in the current page
    3. Export all data
  8. Click Export.
The list of contacts will be downloaded in the .csv format. Follow the same steps to export records as a CSV file from other modules in Vtiger CRM.
If you are exporting events and tasks in the .ICS format, you will not have the option to export select records. All event and task records will be exported by default.


Note: When you export a record having Organizations or Deals as related records, then organization and deal names in exported CSV files have the terms ‘Accounts’ and ‘Potentials’ prefixed to them. The term Accounts refers to organizations, and Potentials refers to Deals in the Vtiger CRM.
Here is an example of an Organization Name in an exported CSV file:


 

Exporting data as a PDF file 

Let us take the Contacts module as an example.

Follow these steps to export contacts as a PDF file:

  1. Log in to the CRM.
  2. Click the Menu icon.
  3. Go to Essentials.
  4. Click Contacts.
  5. Select the radio button displayed to the left of the List View columns. This action selects all the contacts in the list.
  6. Click the Print/Export PDF option in the toolbar on top of the columns.
  7. Select a print template. (Type the template name to search.)
  8. Click Edit & Export.
  9. Edit the print template by filling out the required data fields.
  10. Click Export PDF on the top right corner of the screen.

You cannot edit a default template. Only when you select a custom template in Step 6 can you edit the template and export it as a PDF file. 

The list of contacts will be downloaded in .pdf format. Follow the same steps to export records as a PDF file from any module in Vtiger CRM.
To learn more about Print Templates in Vtiger CRM, click
here.

Note: You can also export a single record as a CSV or PDF file from the List View. To do this, you must select the radio button displayed against the record and follow the steps described above.
 

Exporting Data From the Summary View

You can export a CRM record from its Summary View. The record is exported as a PDF file to your local computer.

Let us take the Contacts module as an example. Follow these steps to export a contact record:

  1. Log in to the CRM.
  2. Go to Essentials.
  3. Go to Contacts. The Contacts List View opens.
  4. Select a record from the List View.
  5. Click the ellipsis (three dots) displayed beside the contact name.
  6. Click the Print option.
  7. Select a print template. (Type the template name to search.)
  8. Click Edit & Export.
  9. Edit the print template by filling out the required data fields.
  10. Click Export PDF on the top right corner of the screen.
You cannot edit a default template. Only when you select a custom template in Step 4 can you edit the template and export it as a PDF file. Follow the same steps (for other modules) to export data from Summary Views.  
To export contacts without editing the Print Template, click Export PDF. To learn more about Print Templates in Vtiger CRM, click
here.

Note: You can also export Reports in Vtiger CRM. Click here to learn more.
 
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