export

Format and Save a Data Export Configuration to Run Automatically

There are many different reasons to export your CRM data—to share among your teams, deliver it to vendors, import it into other software, or analyze and report on it. Many of these exports are required on a recurring basis, and can quickly become time-consuming. 

With Insycle, you can set rules for consistent exports to run automatically on a recurring basis using the  Grid Edit module.

Process Summary

  1. Select and filter records.
  2. Export records to a CSV report.
  3. Save the configuration as a template.
  4. Schedule an automation to run the template and email the CSV on a regular basis.

 

Step-by-Step Instructions

Step 1: Define Filter

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, we'll select Deals. 

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Under Step 1, set up filtering rules to narrow your database records down to only those you would like to export. 

We'll add a filter to only include records where the Deal Stage is not "Closed Lost (Sales Pipeline)" or "Closed Won (Sales Pipeline)," AND the Amount value is greater than 20,000.

This filters your CRM down to only deals that are open and have a deal total greater than 20,000. Click the Search button and contacts that match your filter will show up just below the filter.

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With your filter set, a preview of the fields that match this filter will be generated at the bottom of the page in the Record Viewer.

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To modify the columns that will be part of your export, click the Layout tab to select the fields that will be visible for each record that matches your criteria. 

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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.

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

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Step 2: Export the CSV File

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.

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First, you'll be asked whether you would like to export to be in a brand New File or an Existing File. Existing File is only available if you have exported previously and have a file in the Insycle system to select.

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

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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.

You can open the CSV file from your email in a spreadsheet application and go over the results.

Setup Automation to Run the Template on a Regular Basis

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.

After you've seen the results in the CRM and you are satisfied with how the operation runs, you can save all of the configurations as a template. 

Return to the Template menu at the top of the page and click the + to give it a unique name and then click the Save button.

When you are satisfied with your filter and want to save it for future data update tasks, you can add it as a new template using the "+" button, and then save it using the save disk button.

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You can save your export settings using Templates. With templates, future exporting tasks will not need to be reconfigured, saving you time. Then, data that matches your set filter will be automatically exported and emailed to you or your team on a set schedule, improving data collaboration and giving you the opportunity to keep an eye on the most important customer data.

To set up automated exports by clicking the Export button. 

On the Email tab, set up the export email notification. You can add recipients or add additional context to the message. The CSV export will be attached to this email whenever it is generated.

Then, on the When tab, you can set up your automated exports on an hourly, daily, weekly, or monthly schedule here.

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

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