Export Data on a Recurring Basis

To export only the data you need in your CSV, use the filter to define a segment or smaller pool of records. 

For this example, let's say that you want to export deals that are currently open with a value greater than $20,000 on a weekly basis.

Navigate to the Grid Edit module, select the database, and the record type in the top menu. For this example, select Deals.

Add a filter so only records where the Deal Stage is NOT "Closed Lost (Sales Pipeline)," or "Closed Won (Sales Pipeline)," AND the Amount value is greater than "20000."

Click the Search button and deals that match your filter will appear in the Record Viewer.

To modify the fields that will be part of your export, click the Layout tab.

In the right column, you can search for fields to add to the layout and drag them into the Visible Fields column. Remove fields by dragging from the Visible Fields column into the right column.

To select individual records for export, use the checkboxes next to each record.

With your filters and layout set, Insycle can now export the slice of data that you have selected.

On the Filter tab, click the Export button.

In the Export popup, select New File and click Next.

On the Email tab, enter additional email addresses (hit Enter after each), a Subject, and  Description. 

On the When tab, click Run Now and select which records to apply the change to (in most cases this will be All), then click the Run Now button.

Open the CSV file from your email in a spreadsheet application and review the results.

If you are satisfied with everything in your CSV, return to Insycle and save all of the configurations as a template. This will save you time and provide consistent results in the future. 

Return to the Template menu at the top of the page and click the + to give the new template an informative name and then click the Save button. 

To set up automated exports click the Export button. 

On the Email tab, add recipients who should receive the CSV each time the template runs. 

Then, on the When tab under Automate, set up the frequency your CSV should automatically be exported--hourly, daily, weekly, or monthly.

Once scheduled, data that matches your filter will be exported and emailed to you or your team automatically, improving data collaboration and giving you the opportunity to keep an eye on the most important customer data.

You can view all scheduled automations on the Automations page on your dashboard.

You can use automated data exports as an alert system for critical details you want to track. For example, you may want to know when a deal above a certain size enters your system, or if a record is added without a critical piece of information.

To get timely notifications, create a template to find the relevant data, then set it up to export automatically on an hourly or daily basis. On the Email tab of the Export popup, enter an alert message in the subject line (i.e., [ALERT] New $20,000+ Deal). Add recipients who should follow up, and add additional instructions or context to the message. The CSV export will be attached to this email whenever it is generated and delivered to the emails you provide.