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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.

Ruba

1 Dec, 2022 - Updated 2 months ago

What is Exporting in Vtiger CRM

Vtiger CRM offers you the convenience of exporting data to your local computer. Exported data comes in handy when you cannot log in to your CRM account. You can simply refer to the exported copy when you are offline.

For instance, you can export contacts, deals, quotes, and other records to your local computer.

Feature Availability

	Sales Starter	Sales Professional	Sales Enterprise	One Professional	One Enterprise
Feature Availability
Exporting	✓	✓	✓	✓	✓

Note: Exporting is also available in Help Desk Starter and Help Desk Professional.

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:

Click the Menu icon.
Go to Essentials.
Click Contacts.
Select the radio button displayed to the left of the List View columns.

Doing this selects all the contacts in the list.

Click the Export option.
Select one of the following options:

Export selected records
Export data in the current page
Export all data

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 any module in Vtiger CRM.

If you are exporting events and tasks in the .ICS format, you will not have an 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 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:

Click the Menu icon.
Go to Essentials.
Click Contacts.
Select the radio button displayed to the left of the List View columns. Doing this selects all the contacts in the list.
Click the Print/Export PDF option in the toolbar on top of the columns.
Select a print template. (Type the template name to search.)
Click Edit & Export.
Edit the print template by filling out the required data fields.
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, you can edit the template and export it as PDF.

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:

Select a record from the List View.
Click the ellipsis displayed beside the contact name.
Click the Print option.
Select a print template. (Type the template name to search.)
Click Edit & Export.
Edit the print template by filling out the required data fields.
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, you can edit the template and export it as PDF.

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. To learn more about it, click here.

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