Advanced Training: Admin

Exporting Data

Whether it's to print a list of names, or grab data to throw into a spreadsheet pivot table, at some point most Sysadmins find they need to export data from their system.

There's two basic ways to do this:

  1. Using the Advanced Search tool, and manually exporting the search results, or
  2. Requesting a full-fledged database backup through the Admin tab.

The Advanced Search option is fairly straightforward--run a search with the appropriate criteria. However, you'll want to adjust the Fields to Display option while running the search, so that the right data will be included in your export.

Click to view larger image.

After your search runs, click the Export Search Results button in the bottom-right of the screen.

Click the Advanced Export Options checkbox in the dialogue box to see all of the available options.

Click to view larger image.

Choose the file format in which you want to save your export, and choose the Use columns from search results option.

However, if you know you'll be doing a certain type of export regularly, you may also want to create an export template, which will standardize the fields to be included in the data export. This way, you don't have to spend time adjusting the Fields to Display every time you want to run a report, then change them back to do your actual work.

To create a template, click the Use Template radial button. If this is the first time you've used this feature, you'll need to click Create New.

Use the dialogue shown to add all of the fields you want included in your export. When finished, click Continue with Export.

Whether using the Fields to Display or a template, when ready, click the Export button. The system will render the data, and your browser will ask you where you'd like to save the resulting file.

Limits to Advanced Search Exports

Advanced Search data exports are limited to 5,000 records at a time. If you want to get more than 5,000 records at a time, you'll need to create a Saved Search Export template. To do this, use the Saved Search feature to save your current search parameters.

Then go to the Admin tab, and click the Saved Search Export link. Choose the object type, and the search you want to use as the export template. That night at midnight, the database will render your search into a .CSV spreadsheet file, and save it to your system's Files tab.

Full Company Backup Option

In addition to doing batches of data at a time using Advanced Searches, you can also request a full rendering of your company's entire database—every Lead and Account with their related objects, every Task and Event.

In terms of usability, this option is typically less useful than doing Advanced Search batches, because every object comes in its own spreadsheet—Events and Tasks don't appear on the sheet with the Lead they're attached to, Deals and Cases are on their own sheet, etc. The primary use of this feature is for archival storage purposes.

To use this feature go to:

Admin tab >>> Company Settings >>> Company Profile >>> Request a Company Backup

Enter your email address to be notified when the backup is complete. The actual backup data will be stored in your Files tab as a compressed .zip file.

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