Exporting Data

Choosing Data to Export

SalesSheet.ai allows you to export data from any major section of the application. Navigate to the section containing the data you want to export and look for the "Export" button, which appears in the top-right toolbar of every list view and report.

You can export data from the following sections:

• Contacts: Export your full contact list or a filtered subset including all standard and custom fields, tags, company associations, and engagement scores
• Companies: Export company records with associated contact counts, total deal value, and any custom company fields
• Deals: Export pipeline data including deal name, value, stage, probability, owner, close date, associated contacts, and all custom deal fields
• Reports: Export any saved report, including the underlying data table and chart visualizations
• Activities: Export activity logs with type, date, associated contact/deal, notes, and the team member who performed each activity

You can also initiate a comprehensive export from Settings > Data Management > Export, which provides access to all data types from a single interface and supports exporting multiple data types simultaneously.

Selecting the Export Format

After clicking the Export button, a dialog appears where you configure the export settings. The first choice is the file format. SalesSheet.ai supports three export formats, each suited to different use cases.

• CSV (Comma-Separated Values): The most universal format, compatible with virtually every spreadsheet application, database tool, and data platform. Best for data imports into other systems, large datasets, and programmatic processing. UTF-8 encoded to properly handle international characters.
• Excel (.xlsx): Native Microsoft Excel format with formatting, column widths, and header styling preserved. Ideal for sharing with colleagues who will work with the data in Excel, or when you need multiple sheets in a single file. Reports export with both a data sheet and a chart sheet.
• PDF: Available for reports only. Exports the report visualization and summary data as a formatted, print-ready document. Best for presentations, email attachments to stakeholders, and archival purposes.

For contact and deal exports, you can also choose which fields to include. By default, all visible columns in your current list view are included. Click "Customize Fields" to add or remove specific fields. This is useful when you need a clean export without internal-only fields, or when a destination system requires a specific column structure.

Applying Filters Before Export

Exporting your entire database is sometimes necessary, but more often you need a targeted subset. The export dialog respects any filters you have already applied to the current view. If you filtered your contacts list to show only contacts tagged "Enterprise" in California, the export will include only those filtered records.

You can also add or modify filters directly in the export dialog without changing your main view. Available filter options include:

• Date range: Export only records created, modified, or closed within a specific period
• Owner: Limit the export to records owned by specific team members
• Tags and segments: Export contacts or deals matching specific tags or saved segments
• Stage or status: For deals, export only those in specific pipeline stages like open deals or closed-won
• Custom field values: Filter on any custom field, including dropdowns, checkboxes, and numeric ranges
• Activity status: Export only contacts with activity in the last N days, or those with no activity for targeting re-engagement campaigns

The export dialog shows a real-time record count so you know exactly how many records will be included before you initiate the download. If the count looks unexpected, review your filters to ensure they are configured correctly.

Downloading the Export File

Click "Export" to generate your file. For small exports (under 5,000 records), the download begins immediately and the file saves to your browser's default download location. For larger exports, SalesSheet.ai processes the file in the background and sends you an email notification with a secure download link when it is ready.

Large export processing times vary based on the number of records and fields:

• Under 5,000 records: Instant download, typically under 5 seconds
• 5,000 to 50,000 records: Background processing, usually ready within 1-3 minutes
• 50,000 to 500,000 records: Background processing, typically 5-15 minutes depending on the number of fields
• Over 500,000 records: Processed in batches and delivered as a ZIP file containing multiple CSV files

Download links in export notification emails expire after 72 hours for security. If you need the file after that, simply run the export again. You can also view your recent export history in Settings > Data Management > Export History, where past exports are available for re-download for up to 7 days.

All exported files are encrypted during transit and the download links are unique to your account. No one else in your organization can access your export files unless you explicitly share them.

Setting Up Scheduled Exports

For data you export regularly, scheduled exports save time by automating the process. Navigate to Settings > Data Management > Scheduled Exports and click "New Scheduled Export." This feature requires Admin permissions.

Configure your scheduled export with the following options:

• Data source: Select what to export (contacts, deals, a specific report, or activity data)
• Format: Choose CSV, Excel, or PDF (for reports)
• Filters: Apply the same filters available in manual exports. Use relative date filters like "Last 7 Days" so each export captures the most recent period.
• Frequency: Daily, weekly (choose the day), monthly (choose the date), or quarterly
• Delivery method: Email the file to specified recipients, save to a connected cloud storage (Google Drive, Dropbox, or OneDrive), or deliver via webhook to a custom endpoint
• Time: Select the time of day for the export to run, specified in your organization's timezone

Scheduled exports are especially valuable for feeding data into external BI tools, maintaining regular backups, providing weekly data snapshots to partners or stakeholders, and compliance requirements that mandate periodic data archival. Each scheduled export maintains a run history showing delivery status, record counts, and file sizes.

To pause a scheduled export without deleting it, toggle the Active switch off. You can resume it later without reconfiguring the settings.