Zoho CRM allows you to export and take a backup of all your CRM
data in a few simple steps. The different export options available are to
export data or to request a CRM data backup.
The Export
Data feature allows you to export data (in CSV format) from
individual CRM modules. After exporting the data, you can further validate or
store the data in your own server(s).
Note:
· Module refers to the different tabs. For example, Leads, Contacts,
Accounts, etc.
1. Go to Setup > Data
Administration > Export.
2. In the Export Data page, select the
module from which you want to export data from the Select
Export Module list.
3. Click Export.
The records will be exported and saved in .CSV format in your local disk.
Note
· Zoho CRM does not, in any way, include any kind of harmful
information or data into your exported files. However, as a precautionary
measure to safeguard yourself from unknown security threats, it is recommended
that you look for warnings about executable operations when opening an exported
file in MS Excel. Please refrain from updating any commands in the CSV file
exported from Zoho CRM.
The Request Data Backup feature allows users with Administrator
privileges to take a complete backup of the CRM data.
Data Backup
Guidelines
· On successful payment, the
data backup will take approximately an hour to one day. The data will be
uploaded to the Secured Zoho CRM - File Server and a notification email with
the download link will be sent to the CRM Administrator.
· The administrator needs to
click on the link in the email to download the files. The user must be signed
in to the Zoho CRM account in order to download the data from the link in the
email.
· It is recommended to use the
link and download the files within 48 hours.
You can send a one-time backup request or schedule a weekly,
biweekly or monthly data backup. You will be charged $10 (USD) for every
backup. In the Paid Editions, you get 2 free data backups per month. For
example, if you have requested to get data backup every week, then of the 4
data backup for a month, you will be charged $20 USD (2 free backups and 2
paid).
To request a data backup
1. Sign in to your Zoho CRM
account with the Administrator privileges.
2. Go to Setup > Data
Administration > Export > Data
Backup.
3. In the Data Backup page, select the Backup
Starts on date.
4. Select an option from the Repeats drop-down list:
· None: There will be no
subsequent backups scheduled.
· Weekly: Specify the details to
schedule a weekly backup.
· Every 2 Weeks: Specify the details to
schedule data backup every 2 weeks.
· Monthly: Specify the details to
schedule a monthly backup.
5. Click Submit.
6. In the Credit Card information page,
do the following:
. Enter the Street
Address and the Zip/Postal Code in the
respective boxes.
a. Select the Country from the list.
b. Enter the State and the Phone number
in the respective lists.
c. Select the Card Type from the list.
( Visa,
for example)
d. Enter the Card number and the Card
verification number (CVV) in the respective boxes.
e. Select the date, month, and year from the Card
expires on lists to specify the card expiration details.
f. Select the check box to
agree to the terms of service, privacy policy, and anti-spam policy.
g. Click Update.
Note, that the 'Update' button will be enabled only after you select the check
box.
Your request for manual data backup will be processed and a notification email
with the download link will be sent to your Email ID.
Note
· The Data Backup is applicable for the following modules in Zoho
CRM.
Users | Deals | Campaign Lead Members | Line items of Quotes |
Leads | Deals Stage History | Campaign Contact Members | Line items of Invoices |
Contacts | Campaigns | Quotes | Line items of Purchase Orders |
Accounts | Products | Invoices | Line items of Sales Orders |
Price Books | Cases | Sales Orders | Tasks |
Forecasts | Vendors | Purchase Orders | Events |
Invitees of Events | Calls | Notes | Solutions |
Custom Modules created by the user (Custom Modules created
by any integration are not covered) | Attachments of the all the above said modules (Doesn't
include Lead/Contact/User/Company Photo, Documents) | Contact Roles | - |
When you have a data backup scheduled, you can cancel the schedule
in just a click.
To cancel data backup schedule
1. Sign in to your Zoho CRM
account with the Administrator's privilege.
2. Go to Setup > Data
Administration > Data Backup.
3. In the Data Backup page, click Stop
Next Backup.
The exported CRM data will be in.CSV format, compressed in a single
archived (*.ZIP) file. You can open the file in Text Editor or in spreadsheet
program.
Listed below are the steps to open the CSV file in Microsoft
Excel:
For Microsoft Excel 2007 users:
1. Open Microsoft Excel.
2. On the Data tab, select From
Text, from the 'Get External Data' section.
3. In the Import Text File dialog box,
select the exported CSV file, and then click Import.
4. In the Text Import wizard dialog
box, specify the following:
5. Select the range of cells
and the corresponding CRM data will be imported in the spreadsheet.
For Microsoft Excel 2003users:
1. Open Microsoft Excel.
2. Click the Data tab and select the
option Import External Data.
3. In the Import Text File dialog-box,
select the exported CSV file, and then click Import.
4. In the Text Import Wizard dialog
box, specify the following:
5. Select the range of cells
and the corresponding CRM data will be imported in the spreadsheet.