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You are here: Home / Additional modules / Automatic CSV export
Automatic CSV export
General information
With the automatic CSV export, you can export data records from contacts, properties, activities and agent’s log entrys, tasks, projects and appointments to an FTP server. The configuration can be found under If an export fails, the automatic export is deactivated for the corresponding configuration and the technical contact is informed by email.
Please note that all data records are exported (e.g. contacts marked as private).
Export
The automatic exports are executed for the selected time periods at around 3:00 a.m. in the morning. The system follows a fixed rhythm: While daily exports take place every night, weekly runs always take place on the night from Sunday to Monday and monthly exports always take place at the turn of the month. An exception to this are the appointments, which are always processed daily.
All data records are initially recorded during the first export run; the setting “Only export new and changed files” takes effect for each subsequent run. To check your configuration in advance, you can carry out a test export for the respective profile, in which the first ten data records of each active configuration are exported.
If an export fails, a notification is automatically sent to the technical contact whose contact details are stored in the master data (under Extras > Settings > Basic settings). This e-mail contains specific information about the profile, the module and the exact step at which the error occurred. For security reasons, the automatic export for the affected configuration is deactivated after an error. It must be reactivated and saved manually after the error has been rectified.
Export Profiles
To transfer your data flexibly to different target FTP servers or to cover different data areas, you can create several export profiles. A total of five profiles are available to you as standard, regardless of the enterprise version used. A new profile can be easily created using the plus symbol ; as soon as this quota is exhausted, the symbol is automatically hidden. For secure data transfer, we expressly recommend using an encrypted SFTP connection. Once you have entered the relevant access data, you can check the connection to the server directly using the test symbol next to the input field. To finally save the configuration, please remember to save the profile using the floppy disk symbol .
Configure export content
Within the individual export profiles, the various functional areas – such as contacts, properties, the agent’s log or activities as well as tasks, projects and appointments – can be configured individually. To do this, first select the desired profile from the drop-down menu (1).
In the respective boxes, you decide whether the area should be exported by ticking the “Active” box (2). As soon as a box is activated, the system automatically checks the stored information for completeness. Simply expand the detailed settings using the arrow symbol on the right (3) in the title bar of the respective box.
The configuration is standardized for all modules. The example of the contact export clearly shows that the export profile (4) and the interval in particular are mandatory. If required information is missing when activating or saving, it is automatically highlighted in red for a better overview.
You can use an contact filter to restrict the contacts for export.
You can use the export profile to define which fields of the contacts are exported. All export profiles from the data exportare available for selection.
Here you define how often the export should take place. The following are possible
- Daily exports are carried out every night
- Weekly exports are carried out on the night of Monday
- Monthly exports are carried out on the night of the first of the month
(Note: for some boxes the period is given instead of the interval)
By default, the exported ZIP files are saved under the name Modulname.zip . If you prefer a more individual name, you can activate a prefix so that the files are named according to the pattern PrefixModulname.zip .
After activation, you can define a text with a length of up to 20 characters . Letters (without umlauts), numbers, underscores and hyphens are permitted for the prefix. Please note that the function only takes effect if the field is actually filled in – an empty prefix is treated as deactivated by the system.
Use the setting “Field names” to specify how the columns in your export file should be named. Here you have the choice of whether the system uses the internal field names from the database or instead uses the labels/contents , which are easier for users to read, as column headings.
For contact data such as e-mail addresses or telephone numbers, there can often be several entries at the same time. By default, these are collected and saved separated by commas in a single field in the CSV file.
You can use this checkbox to specify that separate columns are created for this data instead.
The file name of the zip file normally contains the date in addition to the module name. Activating this option does not change the file name of a new export.
Attention: With this option, an existing file is always overwritten.
With this option, only new and changed contacts are exported after the first export.
This option is always active for the “daily” export.
More or less options can be configured depending on the area.
Export Log / History
You will find an overview of recent exports on the right-hand side or at the bottom of the user interface. All activities of the past 90 days are logged here with details of the module, date, destination and file name.
The status of an export can be viewed at a glance: A green circle indicates a successful export, while a red warning triangle indicates an error. For a more in-depth analysis, you can call up detailed information using the magnifying glass symbol . In addition to the FTP settings and the exact results report, you will also find the exact number of exported data records.
