Guide to Exporting Data from Pipedrive

Every business needs to export its CRM data at some point—whether for auditing, analyzing business performance, securing backups, or transitioning to a new system. Depending on the purpose of your transfer, Pipedrive offers various methods to export data.

In this guide, we’ll explain the different ways you can export deals, contacts, and custom reports so that you can organize and optimize your CRM data without any hassle.

Understanding the Basics of Exporting Data in Pipedrive

Pipedrive understands the diverse needs of businesses, which is why it allows you to export various types of data depending on your requirements including Deals, contacts, products, activities, organizations, custom fields and reports.

Exporting your rich CRM data opens up several opportunities for better data management. Using this, you can:

• Analyze performance by running reports outside of Pipedrive.
• Migrate data to another CRM or system with ease.
• Create backups to protect against data loss or system failures.
• Share data with teams or stakeholders in different formats.
• Maintain records for auditing or compliance purposes.
• Enhance decision-making by combining CRM data with other business data to gain a full view of performance.

Prerequisites for a Successful Data Export

Before you start exporting data from Pipedrive, it’s important to ensure you have the correct permissions and settings in place.  Here are a few key prerequisites you should be aware of:

• Only global admins and regular users with the correct permission set enabled can export data from the list or detail views in Pipedrive.
•  If you’re a regular user, you won’t have direct access to export options, but you can still share dashboards externally if you have the “Share Insights dashboards as public links” permission enabled.
•  To use the ‘Export data’ option, you need to be a full admin (deals and global).
• Only users with account settings access can export the company’s user list from the “Users and access” section.

How to Export Data in Pipedrive?

In this section, we will walk you through several methods that will help you export your data from Pipedrive. A robust data strategy can further optimize how businesses handle exported CRM data, ensuring efficient integration with other systems and improved decision-making.

Method 1: Exporting Data from Detail View

This method allows you to export data for a single deal. Here’s how to do it:

1. Navigate to a deal’s detail view: Go to the specific deal you want to export.
2. Click on the ‘…’ (more) icon: This icon is usually located at the top-right corner of the deal’s page.
3. Export the details: From the dropdown menu, choose the ‘Export as XLS’ option to export the deal.

Note: Only deals can be exported from the detail view, so if you need other data, you’ll need to use a different method.

Method 2: Exporting Data from List View

1. Filter the specific data you need: Go to the list view of an item and use the filters to narrow down the data you want to export, such as lost deals or specific contacts.
2. Select data fields: Customize the list view by editing the columns to show only the data fields you want to export.
3. Click the three dots: In the top-right corner of the list view, click the three dots for more options.
4. Select ‘Export filter results’: From the dropdown menu, choose this option to export the filtered data.
5. Download as CSV or Excel: Once exported, you can download the file in either CSV or Excel format based on your preference.

Method 3: Exporting Data Using the Export Data Feature (Full Admin Only)

1. Navigate to Tools and Apps: Go to the Tools and Apps section and select the “Export Data” option.
2. Select the type of data to export: Choose the specific data you want to export, such as Deals, Contacts, or Organizations.
3. Select the file format: Choose either CSV or Excel format.
4. Download the file: Once the export is complete, download your file from the ‘Generated Exports’ list. To do so, click on the cloud icon in the “Available until” column.

Note: Activities, notes, and files associated with deals and contacts need to be exported separately.

Method 4: Exporting Data from Insights

Pipedrive’s Insights feature allows you to track performance through charts, reports, dashboards, and goals. Here’s how you can export data from these sections.

Exporting Charts

Charts can be exported directly from your reports, goals, and dashboards. This is useful if you want a visual representation of your data for presentations or further analysis.

1. Open the section: Navigate to the specific report, dashboard, or goal you want to export.
2. Click “Export”: In the top-right corner of the visual builder, you’ll find the “Export” button. Simply click it to export your data.
3. Choose your format: Depending on the section, you can export it as a PDF, image, or other formats available.

Here is an example of how your dashboard will look after you export the required data:

Notes:

• Charts can be exported in either PDF or PNG format.
• Make sure to save any changes to your report, dashboard, or goals before exporting them.
• A time stamp at the bottom of the exported file will reflect when the export was completed.

Method 5: Exporting Data to Spreadsheets

For those who prefer working with spreadsheets for analysis or sharing, here’s what you can do:

1. Scroll down to the table view: Go to the table view of the data you want to export.
2. Click “Export”: Once in the table view, look for the “Export” button and click on it.
3. Download your File: Select between XLSX or CSV and then click on ‘Download’

Method 6: Exporting Data from Users and Access

If you need to keep track of user activity or manage permissions, Pipedrive allows you to export data related to user access and roles. This is helpful for auditing or reviewing team permissions.

1. Navigate to Manage Users: Go to the “Manage Users” section and click on “Users and Access.”
2. Export users’ app access data: Click the option to export the data for all users.

The export will provide information such as the user’s name, email, last login time, permission sets, and visibility groups.

So, here are all the ways you can export the required data. Selecting the right export strategy will help you streamline data management and effectively align with your business goals.

Exporting and Analyzing Pipedrive Data in Google Sheets and Excel

Many businesses rely on Google Sheets and Excel to manage and analyze their data, making them vital tools for handling customer information and business performance metrics. 

With Pipedrive’s powerful integration capabilities, you can easily export all your data directly into these platforms, streamlining your workflow and enabling deeper analysis.

How to Integrate Pipedrive with Google Sheets

1. Start by either creating a new Google Sheet or opening an existing one where you want to manage your Pipedrive data.
2. In the top menu, click on “Extensions” and then select “Apps Script” from the dropdown. This will open a new tab with the script editor.
3. In the script editor, delete the existing code and replace it with the Pipedrive API code from their documentation.
4. Once you’ve added the code, click the save icon at the top of the script editor and name your project if prompted.
5. After saving the script, return to your Google Sheet. The custom functions from the Pipedrive API code are now available for importing data.

How to Integrate Pipedrive with Excel

1. Go to the Microsoft Office Store and download the Pipedrive add-in for Excel.
2. After installing, open Excel, and you’ll see a new “Pipedrive” tab in the ribbon.
3. Click the “Pipedrive” tab and select “Connect.” Log in to your Pipedrive account to establish the connection.
4. Choose the type of data you want to export.
5. Select the sheet and cell range where you want the data to appear, and then click on “Import.”

With these integrations in place, you can get an in-depth analysis of your sales pipeline and share data in formats your team is comfortable with.

How to Export Contacts from Pipedrive?

To export contacts from Pipedrive, follow these steps:

1. Go to the Contacts section in your Pipedrive dashboard.
2. Click on either People or Organizations, depending on which contacts you want to export.
3. Use the filter options or set a specific view to organize the contacts.
4. Once filtered, click the three dots at the top right and select “Export filter results”.
5. Select your desired format (Excel or CSV) and click Export.

Your contacts will now be exported to your selected format.

Best Practices for Exporting Data

To make sure your exported data is accurate and useful, and protected from security risks like CVE vulnerability exposure, here are some best practices to follow:

• Check your data for any missing or incomplete information before exporting.
• Remove duplicate contacts, deals, or organizations to keep your data clean.
• Make sure all custom fields are correctly populated and relevant.
• Confirm that activities, notes, and files are properly linked to their respective deals or contacts.
• Choose between CSV or Excel formats depending on your needs and what works best for your team. CSV is often better for integrations, while Excel is great for in-depth analysis.
• Coordinate with your team to avoid multiple exports at the same time and prevent data inconsistencies.
• Set a schedule to export data regularly, ensuring your backups are always up-to-date.

By following these simple steps, you’ll ensure that your data exports are accurate, efficient, and well-organized.

Troubleshooting Common Export Issues

When exporting data from Pipedrive, you may occasionally encounter a few challenges. Here are some common issues and how to resolve them:

1. Incomplete Exported Data: If your exported data seems incomplete, review your export settings and filters to make sure all necessary fields are included. Check that the data in Pipedrive is still intact and hasn’t been deleted or altered.
2. Slow Export Process for Large Data: If you are dealing with large amounts of data, the export process may take longer than expected. Ensure you have a stable internet connection, and consider splitting the export into smaller batches to speed things up.
3. Error Messages During Export: Should you encounter any error messages, note the specific message or error code. Then, consult Pipedrive’s documentation or contact their support team for help resolving the issue.
4. File Format Compatibility Issues: If you’re having trouble opening the exported file, double-check that the format (CSV or Excel) is supported by the software you’re using. Try exporting in a different format if necessary.

With these best practices and troubleshooting tips, you are on your way to efficiently manage your data exports in Pipedrive.

Enhancing Your CRM with Integrations

While exporting data from Pipedrive is an essential part of managing your CRM efficiently, it’s just the beginning of what you can do to optimize your workflow. By combining data export with powerful integrations like TimelinesAI, you can go beyond data management and streamline your communication efforts, especially through platforms like WhatsApp.

Here are a few ways the Pipedrive WhatsApp integration using TimelinesAI can enhance your workflow:

• WhatsApp chats can be automatically converted into Leads, Contacts, or Deals within Pipedrive, ensuring you don’t miss any potential business opportunities.
• You can choose which pipeline in Pipedrive to sync your WhatsApp contacts with, helping you stay organized and focused.
• TimelinesAI integrates WhatsApp directly into Pipedrive, allowing you to manage chats, track leads, and handle deals—all in one place.

With TimelinesAI, you can also use exported Pipedrive data for WhatsApp outreach campaign:

1. Export your contact list from Pipedrive as a CSV file.
2. Import this CSV file into TimelinesAI.
3. Use TimelinesAI to send mass WhatsApp messages to the imported contacts.

This feature allows you to bridge the gap between your CRM data and your WhatsApp communication strategy, enabling more targeted and efficient outreach. 
If your business uses WhatsApp for communication, check out TimelinesAI’s Pipedrive WhatsApp Integration to handle your customer and business data efficiently.