How to Export Contacts from Pipeline CRM

Managing your customer data effectively is crucial for any business. Whether you're backing up your database, migrating to a new system, or running in-depth analysis, knowing how to export your contacts is a fundamental skill. In this guide, we'll walk you through the complete process of exporting contacts from Pipeline CRM. We'll cover the steps, best practices, and common use cases. Plus, we'll show you how to build fresh, verified contact databases to fuel your growth, moving beyond the data you already have.

Why Export Contacts from Pipeline CRM?

Exporting your contact data isn't just for leaving a platform. It's a vital part of healthy data management. Here are a few common reasons you might need to export your contacts:

• Data Backup: Regularly exporting your data creates a secure backup, protecting you from accidental data loss.
• CRM Migration: If you're ever moving to a new CRM, a clean export is the first step in the migration process.
• Data Analysis: Exporting to a CSV file allows you to use tools like Excel or Google Sheets for advanced reporting, creating charts, and finding insights not available within the CRM.
• Team Handoffs: You can provide specific lists to team members or external partners without giving them full access to your CRM.
• Compliance and Auditing: Exports provide a snapshot of your data for compliance checks and audits.

Before You Export: Important Considerations

Before you click that export button, let's cover a few key points to ensure the process goes smoothly.

Data Privacy and Compliance

When you export contact data, you are responsible for its security. Be mindful of regulations like GDPR and CCPA. Ensure you have a legitimate reason for processing the data and store the exported file securely. Never leave sensitive contact information on an unsecured device.

What Data Gets Exported

This is the most important thing to know about exporting from Pipeline CRM: you only export the data you can see. The export file will only include the columns that are currently displayed in your list view. This means you must first customize your view to include all the fields you need, such as name, email, phone number, and any custom fields.

Export Limitations

Pipeline CRM has a couple of limitations to be aware of:

• Record Limits: For exports of 100 records or fewer, the file will download directly to your browser. For larger exports, Pipeline CRM will process it and email you a download link.
• Admin Permissions: Exporting is a permission controlled by account administrators. If you don't see the export option, you may need to ask your admin to enable it for your user profile.

Step-by-Step Export Process

Preparing for Export

Preparation is key to a successful export. Follow these steps first:

1. Filter Your Data: Use Pipeline CRM's powerful filters to create the exact list you want to export. You can filter by owner, creation date, tags, or any custom field.
2. Select Your Columns: Navigate to the list you want to export (e.g., People, Companies, or Deals). Click the "Add/Remove Columns" button to select every data field you want to be included in your file. This is a critical step!
3. Save Your View (Optional): If you plan to run this export regularly, save your filtered list and column setup as a new list view for easy access later.

Exporting Contacts from Pipeline CRM

Once your view is set up, the export itself is simple:

1. Navigate to the People, Companies, or Deals tab.
2. Ensure your desired filters and columns are active.
3. Click the Export button located in the upper right of the list view.
4. Choose your format: Export as CSV or Export as PDF.
5. If your list is small, the file will download instantly. If it's larger, keep an eye on your inbox for the download link.

This same process can be used to export tasks from the Agenda tab or activity logs from the Activity Report in the Reports tab.

Export Format Options

Pipeline CRM offers two formats. Here’s when to use each:

• CSV (Comma-Separated Values): This is the most flexible option. Use CSV when you need to edit the data, import it into another tool (like Mailchimp or a new CRM), or perform analysis in a spreadsheet program.
• PDF (Portable Document Format): Use PDF when you need a static, non-editable version of your data. This is great for printing, sharing as a report, or archiving.

Working with Exported Data

Understanding Your Export File

When you open your CSV file, you'll see the data organized neatly into columns. The column headers will match the field names you selected in your Pipeline CRM list view. You can now sort, filter, and analyze this data as needed.

Data Cleaning and Validation

No database is perfect. Use your spreadsheet program to scan for common issues like missing information, inconsistent formatting (e.g., "USA" vs. "United States"), or duplicate entries. Cleaning this data now will save you headaches later.

Common Issues and Solutions

• A field is missing from my export: You likely forgot to add it to the list view. Go back to Pipeline CRM, use "Add/Remove Columns" to add the field, and export again.
• I can't find the Export button: Your account administrator has likely not enabled export permissions for your user role. Reach out to them for access.
• I never received the email for my large export: Check your spam or junk folder. If it's still not there after a reasonable time, try the export again or contact Pipeline CRM support.

Alternative Export Methods

For businesses with advanced needs, Pipeline CRM offers an API (Application Programming Interface). This allows developers to build custom integrations that can pull data programmatically, offering more automation and flexibility than a manual export. However, for most users, the standard export function is more than sufficient.

Building Fresh Contact Databases with LinkPipeline

Exporting is perfect for managing the data you already have. But what about finding new customers? Your exported list is a snapshot of the past, and data gets stale quickly. For active sales and marketing, you need a constant flow of fresh, accurate leads.

This is where LinkPipeline transforms your prospecting efforts. Instead of just managing old data, you can build new, highly-targeted contact lists directly from LinkedIn, where professionals keep their information most up-to-date.

Why Fresh Data Beats Exported Data

An exported list is only as good as the data within it, and that data starts aging the second you export it. People change jobs, companies, and contact details. Fresh data sourced directly from LinkedIn via LinkPipeline is more accurate, relevant, and actionable for your sales team.

How LinkPipeline Complements Your Export Strategy

LinkPipeline is a Chrome extension that finds verified contact information from LinkedIn profiles and adds them directly to Pipeline CRM. It works hand-in-hand with your data management strategy. Use your exports for backups and big-picture analysis. Use LinkPipeline to enrich existing records with updated information and, more importantly, to feed your sales engine with a steady stream of net-new, verified leads without tedious data entry.

Best Practices for Contact Data Management

Regular Export Schedules

We recommend performing a full backup of your key data (People, Companies, Deals) at least once a month. Store these backups in a secure, access-controlled location.

Data Security and Storage

Treat your exported files with the same level of security as your live CRM. Store them on encrypted drives or secure cloud storage, and delete them once they are no longer needed to minimize risk.

Keeping Data Current

Data hygiene is an ongoing process. The best strategy is a combination of regular internal reviews and leveraging tools like LinkPipeline to capture fresh contact information directly from the source, ensuring your CRM remains a valuable and current asset.

Common Export Use Cases

CRM Migration

Your CSV export is the key to moving your data. A clean, well-prepared file will make the import process into a new system much smoother.

Data Analysis and Reporting

Use your exported data to build custom sales dashboards, track KPIs over time, and identify trends that aren't visible from within the CRM's standard reports.

Team Distribution

Need to give a sales rep a list of leads for a roadshow? Export a filtered list for them instead of creating complex sharing rules in the CRM.

Compliance and Auditing

An export provides a timestamped, unalterable (in PDF form) record of your contact database, which can be essential for audit trails.

Building Your Next Contact Database

While exporting is a necessary function for data management, building your next sales campaign requires a modern toolset. Instead of relying on potentially outdated lists, LinkPipeline allows you to source prospects in real-time, ensuring your outreach is always based on the freshest data available.

Getting Started with LinkPipeline

It takes just a few minutes to get started:

1. Install the LinkPipeline extension from the Chrome Web Store.
2. Navigate to any LinkedIn profile you want to prospect.
3. Click the LinkPipeline button to find verified, up-to-date contact information.
4. Click "Add to CRM," and the contact is instantly created in Pipeline CRM. No more copy-pasting!

LinkPipeline vs Traditional Data Sources

Compared to a static, exported list or an expensive, often inaccurate purchased list, LinkPipeline provides superior quality. You get verified data sourced directly from LinkedIn, the world's largest professional network. This means higher email deliverability, more connections, and less time wasted on dead-end leads.

Conclusion

Exporting contacts from Pipeline CRM is a simple and powerful process, provided you take the time to prepare your list views and columns first. It’s an essential skill for data backups, analysis, and migration.

But for true business growth, you need to look beyond the data you already have. At Add to CRM, we believe in empowering sales teams with the best tools for the job. While exporting helps you manage your past, LinkPipeline helps you build your future. It's the perfect tool for creating fresh, verified lead lists that will keep your pipeline full.

Ready to supercharge your prospecting? Try LinkPipeline for free today!