How to Export Contacts from Salesmate

Managing your customer data is crucial, and knowing how to get it out of your CRM is just as important as knowing how to get it in. Whether you're creating a backup, migrating to a new system, or running in-depth analysis, exporting your contacts is a fundamental task. At Add to CRM, we're experts in CRM data, and this guide will walk you through the complete process of exporting contacts from Salesmate. We'll also show you a modern way to build fresh, verified contact databases that keep your sales pipeline full.

Why Export Contacts from Salesmate?

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 Salesmate contacts:

• Data Backups: Regularly exporting your data creates a secure backup, protecting you from accidental deletion or data loss.
• CRM Migration: If you're switching to a new CRM, a full contact export is the first step in the migration process.
• Advanced Reporting: Exporting data allows you to use powerful tools like Excel or Google Sheets to perform complex analysis and create custom reports that may not be available within Salesmate.
• Data Sharing: You may need to share a specific list of contacts with a marketing team, a partner, or a sales rep who needs a targeted list for a campaign.
• Compliance and Audits: Having a static copy of your data from a specific date can be necessary for compliance checks and internal audits.

Before You Export: Important Considerations

Before you click the export button, it's important to understand a few key details to ensure the process is smooth and secure.

Data Privacy and Compliance

Remember that exported contact data is still subject to privacy regulations like GDPR and CCPA. Always handle personal data responsibly. Ensure you have a legitimate reason for exporting and processing the data, and store the exported file securely to prevent unauthorized access.

What Data Gets Exported

When you export from Salesmate, you get the data from the fields you select. This includes standard fields like name, email, phone, and company, as well as any custom fields you've created. However, associated data like notes, activities, or deals are stored in separate modules and typically need to be exported separately.

Export Limitations

Salesmate has a few rules to keep in mind:

• Permissions: You must have 'Export' permissions enabled for your user profile to export data.
• Hierarchy: You can only export records that you own or that are owned by users below you in your company's hierarchy. An Admin can export all records.
• Download Link Expiry: The download link for your exported file is only available for 30 days. After that, the file is deleted from Salesmate's servers.

Step-by-Step Export Process

Salesmate offers two primary methods for exporting your data. We'll cover both so you can choose the one that best fits your needs.

Preparing for Export

For a cleaner, more useful export, we recommend a quick check-up. Review your data for duplicates or inconsistencies. If you only need a specific segment of your contacts, use Salesmate's filters to create a custom view before starting the export. This saves you time cleaning up the file later.

Exporting Contacts from Salesmate

Method 1: Exporting from the List View (For Filtered Lists)

This method is perfect when you want to export a specific, filtered list of contacts.

1. Navigate to the Contacts module by clicking the person icon in the left-hand menu.
2. Apply any filters or select a pre-saved view to narrow down your list.
3. Select the specific contacts you want to export by checking the boxes next to their names. To select all contacts in the current view, check the box at the top of the list.
4. Click the Actions button at the top of the list.
5. From the dropdown menu, select Export Contacts.
6. Choose the fields you want to include in your export file and click the blue Export button.

Method 2: Exporting from Setup (For Full Module Backups)

Use this method when you need a complete backup of all contacts in the module.

1. Click on your Profile Icon in the top-right corner and select Setup.
2. Navigate to the Manage Data section and click on Export Data.
3. Choose the Contacts module from the list.
4. Select the fields you wish to include in the export.
5. Click the Export button.

After starting the export with either method, Salesmate will process the file. You'll receive a notification via the bell icon in the top bar once it's ready for download. You can also find the file in the Export History tab within the Export Data section.

Export Format Options

Salesmate exports data in CSV (Comma-Separated Values) format. This is a universal file type that can be easily opened and managed in spreadsheet software like Microsoft Excel, Google Sheets, or Apple Numbers, making it ideal for data manipulation or importing into other systems.

Working with Exported Data

Understanding Your Export File

Once you download and open your CSV file, you'll see your contact data organized into columns. Each column header corresponds to a field in Salesmate, and each row represents a single contact record.

Data Cleaning and Validation

Even with preparation, exported files can sometimes need a little tidying up. Open the file in a spreadsheet program to scan for empty rows, inconsistent formatting, or incorrect data. This is the perfect time to standardize fields before using the data for its intended purpose.

Common Issues and Solutions

Occasionally, you might run into issues like special characters not displaying correctly. This is often an encoding issue. When opening the CSV in your spreadsheet tool, look for an option to import data and specify 'UTF-8' encoding, which usually resolves the problem.

Alternative Export Methods

For businesses with more technical needs, Salesmate also offers an API. This allows developers to build custom integrations that can programmatically pull data from your CRM, offering more flexibility for automated backups or complex data workflows.

Building Fresh Contact Databases with LinkMate

Exporting your existing data is great for management and backups. But for sales and marketing growth, you need a constant flow of new, accurate contacts. This is where relying solely on exported data falls short, as contact information can quickly become outdated.

That's why we built LinkMate. It's a smarter way to build and refresh your contact database with verified, up-to-date information directly from the source: LinkedIn.

Why Fresh Data Beats Exported Data

An exported list is a snapshot in time. The data starts aging the moment you download it. People change jobs, companies, and email addresses. Prospecting with outdated information leads to bounced emails and wasted time. In contrast, LinkMate provides fresh, verified contact information in real-time, ensuring your outreach efforts are as effective as possible.

How LinkMate Complements Your Export Strategy

LinkMate is a Chrome extension that finds verified contact information from LinkedIn profiles and adds them directly to Salesmate. It works alongside your export strategy perfectly. Use your exports for backups and big-picture analysis. Use LinkMate to enrich existing contacts with the latest data or to add net-new, high-quality leads to your pipeline without any manual data entry.

Best Practices for Contact Data Management

Regular Export Schedules

We recommend performing a full data export on a regular schedule, such as weekly or monthly. This ensures you always have a recent backup on hand for peace of mind.

Data Security and Storage

Store your exported CSV files in a secure, access-controlled location, such as an encrypted folder or a secure cloud drive. Delete the files once they are no longer needed to minimize risk.

Keeping Data Current

Data decay is a real challenge. The best strategy is a proactive one. Supplement your data management routine by using tools like LinkMate to continuously add fresh, verified contacts from LinkedIn, ensuring your CRM remains a powerful and current asset.

Common Export Use Cases

CRM Migration

Exporting is the first step to moving systems. A clean CSV file from Salesmate can be mapped and imported into almost any other CRM on the market.

Data Analysis and Reporting

Dive deeper into your sales data. Use your exported list in a spreadsheet tool to create pivot tables, custom charts, and forecasts to uncover trends in your customer base.

Team Distribution

Filter and export specific lists for different purposes. Create a targeted list for a new sales rep, a regional marketing campaign, or an upcoming trade show.

Compliance and Auditing

An export provides a timestamped record of your contact database, which can be essential for demonstrating compliance or fulfilling audit requests.

Building Your Next Contact Database

While exporting helps you manage the contacts you already have, LinkMate is the modern way to acquire the contacts you need for future growth. It provides fresh, verified data that is far more valuable for active prospecting than an old, exported list.

Getting Started with LinkMate

It's as easy as this:

1. Install the LinkMate Chrome extension from our website.
2. Navigate to a prospect's profile on LinkedIn.
3. Click the LinkMate button to find their verified email and other contact information.
4. Click "Add to Salesmate" to instantly sync the new contact to your CRM—no copying and pasting required.

LinkMate vs Traditional Data Sources

Forget buying stale, expensive contact lists that are often inaccurate. With LinkMate, you get 96% accurate, verified data sourced in real-time from professional networks. It's the most efficient way to build a high-quality contact database that fuels your sales engine.

Conclusion

Exporting contacts from Salesmate is a straightforward and essential skill for effective data management, backups, and analysis. By following the steps above, you can confidently handle your CRM data.

But for true sales growth, managing old data isn't enough. You need to build for the future. Ready to stop wasting time on manual data entry and start building a powerful, fresh contact list? Install LinkMate for Salesmate today and see how much time you can save on prospecting.