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You are here: Home / Additional modules / Automatic CSV export
Automatic CSV export
General information
With the Automatic CSV Export feature, you can export records from contacts, properties, activities, and agent’s log entries, as well as tasks, projects, and appointments, to an FTP server. You can find the configuration under . If an export fails, automatic export is disabled for the corresponding configuration, and the technical contact person is notified by email.
Please note that all data records will be exported (e.g., contacts marked as private).
Export
Automatic exports are run around 3:00 a.m. for the selected time periods. The system follows a set rhythm: While daily exports take place every night, weekly runs always occur overnight from Sunday to Monday, and monthly exports always take place at the end of the month. The only exception is appointments, which are generally processed on a daily basis.
During the first export run, all records are captured; for each subsequent run, the “Export only new and modified files” setting takes effect. To check your configuration in advance, you can run a test export for the relevant profile, which will export the first ten data records from each active configuration.
If an export fails, a notification is automatically sent to the technical contact person whose contact details is stored in the master data (under Extras > Settings > General Settings). This email contains specific details about the profile, the module, and the exact step where the error occurred. For security reasons, automatic export for the affected configuration is disabled after an error occurs. After troubleshooting, it must be manually reactivated and saved.
Export Profiles
To transfer your data flexibly to different destination FTP servers or to cover different data ranges, you can create multiple export profiles. By default, you have a total of five profiles available, regardless of which Enterprise version you are using. You can easily create a new profile by clicking the plus icon ; once this quota has been used up, the icon will automatically disappear. For secure data transfer, we strongly recommend using an encrypted SFTP connection. After entering the appropriate login details, you can test the connection to the server directly by clicking the test icon next to the input field. To save the configuration, please remember to save the profile by clicking the floppy disk icon .
Configure export content
Within each export profile, the various functional areas—such as contacts, properties, the agent’s log, activities, tasks, projects, and appointments—can be customized individually. To do this, first select the desired profile from the drop-down menu (1).
In each box, you can decide whether to export the section by checking the “Active” box (2). As soon as a box is activated, the system automatically checks the entered information to ensure it is complete. To view the detailed settings, simply click the arrow icon on the right (3) in the title bar of the respective box.
The configuration is structured uniformly across all modules. The example of the contact export clearly shows that the export profile (4) and the interval, in particular, are required fields. If any required information is missing when activating or saving, it will automatically be highlighted in red for clarity.
You can use a 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, exported ZIP files are saved with the name Module Name.zip . If you prefer a more customized naming convention, you can enable a prefix so that the files are named according to the pattern prefixModuleName.zip .
Once activated, you can enter a text up to 20 characters in length. The prefix may contain letters (without diacritical marks), numbers, underscores, and hyphens. Please note that this feature only works if the field is actually filled in—the system treats an empty prefix as disabled.
Use the “Field Labels” setting to specify how the columns in your export file should be named. Here, you can choose whether the system uses the internal field names from the database or, instead, the labels/content as column headers.
For contact information such as email addresses or phone numbers, there are often multiple entries at the same time. By default, these are collected and stored, separated by commas, in a single field in the CSV file.
Use this checkbox to specify that separate columns should be created for this data instead.
The file name of the zip file normally contains the date in addition to the module name. When this option is enabled, the filename of a new export will not change.
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
For your reference, you’ll find a list of recent exports on the right-hand side or at the bottom of the user interface. All activities from the past 90 days are logged here, along with details on the module, date, destination, and file name.
You can see the status of an export 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 click the magnifying glass icon to view detailed information. In addition to the FTP settings and the exact results report, you will also find the exact number of exported data records.
