Export all your contacts, accounts, opportunities, or custom apps' records on a single file (one file per app) or customize the information that the CSV file will include. It is especially important to do so if you are using custom fields and would like to add them to the export CSV.
User Permissions: Role-based restrictions. If you are unable to export files, please reach out to your team's administrator.
In this tutorial, we will cover the following topics:
- Simple Export
- Export data based on Filters
- Export data based on List Configuration
- Export data based on Search
- Export lines data in Apps with Lines
- Schedule data exports
CSV or PDF?
In FreeAgent, you export your data as either a CSV or PDF.
PDF format is commonly used for documents that are intended to be printed or shared in a format that cannot be easily edited. CSV, on the other hand, is a plain text format that is best used for data that needs to be imported into another program or analyzed using a spreadsheet or data analysis software.
You should export data in PDF format when you want to share it with others in a format that is easy to read and print, but difficult to modify. For example, you might export a report or invoice in PDF format to send to a customer or client.
You should export data in CSV format when you need to import it into another program for further analysis or manipulation.
Simple Export
To do a simple export that will include the default information (enabled columns in the List View) for any app, click on the 'Export' icon to display the available options and then click 'Export CSV' or 'Print Report' for a PDF.
The download will start as soon as you confirm that you wish to continue with the download, as it could take a few seconds.
Note: If you are unable to export data and have not received an error message, review the Privacy and security settings of your Chrome browser. Under the 'Cookies and other site data' section make sure 'Allow all cookies' is selected.
There are two options for modifying the information available on the export CSV: filters and list configurations.
Export Data Based on Filters
Filters are available on all the different views in FreeAgent CRM: Rolodex, List, and Board. Apply filters to refine the data to export.
You will need to apply the filters each time you add or remove a filtering condition. It is possible to see which filters are active thanks to the filter pills.
Once you are done selecting the filters click on the 'Export and Print' button to display the available options and then click on 'Export CSV'. The download will start as soon as you confirm that you wish to continue with the download, as it could take a few seconds.
Your CSV file will only include the information available on the view after applying the filters.
Export Data Based on List Configuration
With this option, you can include or hide columns in the 'List View' and rearrange them, and they will be included in the CSV file. Click on 'filters' and then select the 'column' tab to remove, add, or rearrange columns.
Here you can select additional columns for your view and rearrange them by dragging and dropping them into the desired position. Only the selected columns will be included in the CSV file.
Combining filters and list configuration is also possible to further refine the information contained in the CSV export file.
Note: Save your View once you are done applying filters and changing the list configuration, this will save you time in the event you need to Export another CSV file.
To learn more about Saved views, visit the following tutorial:
Saved Views.
Export Data Based on Search
If you are looking to export data based on a quick search within your apps, just type in the search box the keyword(s) and wait for the results to show on the screen.
Once the results are there, click on 'Export and Print' in the top right corner to display the available options and then click on 'Export CSV'. Your file will include only the records that match the search criteria.
Export lines data in Apps with Lines
If you export your data from an App with Lines, you will be presented with the option to export the content from Lines as well. All you have to do is click 'Export CSV'. You will have the opportunity to enable the 'Include Lines' checkbox. As soon as you click OK, the export process will begin. It might take a few minutes for the file to be ready.
Schedule Data Exports
Admins can print a report on a schedule. From any Dashboard or View, use the same export button and select 'Schedule Report.' Creating a scheduled report also provides you with more format options beyond just PDF and CSV.
Scheduled reports can run Now, One-Time, or recurring. Recurrence can be Daily, Weekly, or Monthly. Monthly reports are always run on the 1st day of the month.
1. Name: This will default to the name of the View or Dashboard you choose. However, you can change the name to whatever you would like.
2. Distribute: decide how you would like to distribute your report
- File: If you select file the "File URL" field will appear. This is a great option if you would like to push your report to a server or to a thrid party tool like Power BI.
- Email: choosing this option will reveal the "recipients" field. Here you can choose who you would like to receive the report.
- Blank: choose this option if you would like to download a local copy of the report to your hard drive.
3. Output: Choose the format you would like the report to be in.
- CSV
- JSON
4. Frequency: You have multiple options of when you would like to generate your report and how often.
Once your report has run you'll receive a notification letting you know the report is complete.
