Exporting your Clients from CRMHaven lets you make not only use of their details within other applications such as Excel, but also to clean the data before re-importing. You can choose which Clients are exported, what information about them that you want to export and the format of the export file.
Amount
The Amount refers to the number of Clients that will be exported. You can choose to export only the Marked Clients, every Client in the database or export a blank template that exports the column headings only.
Fields
The Fields lets you choose which items from the chosen Clients will be exported. You can choose just those fields Currently Displayed in the main CRMHaven window, just the Custom Fields or all fields. Exporting the Fields to Separated Client and Organisation creates two separate files, one with the Personal details (Client) and the other with the Organisational details. Some of these fields may be duplicated between the two files. This may be used to help import data from CRMHaven into another CRM package that separates the people from the organisation.
Format
The Format sets the file format the exported file will take when saved. Note that most modern spreadsheets and word-processors can import CSV and TXT files and a few can read XML files.
Sort By
The Sort By option lets you choose the order that the Clients appear in the Export file. The sorting is always in descending order. The Sort By field does not need to be one of the exported fields.
Export Clients
- Set any Clients you want to exported as Marked. They do not need to be highlighted but they need to be on the list in CRMHaven.
- Click the Options button and choose Export Clients.
- Set the Amount of rows. If you have Marked Client choose Marked Clients, otherwise choose All Clients (whether visible or not) or Blank Template (column headings only).
- Set the Fields to All (whether visible or not) or Currently Displayed (only exports those columns that are visible).
- Set the Format to Excel (this will save in XML format) or Comma-Separated or Tab-Delimited format. Most spreadsheets such as Numbers, OpenOffice and Excel can import and export in all these formats.
- Click the OK button to begin the Export. Choose a location for the spreadsheet and save.
- This spreadsheet is now suitable to perform Mail-merges with Word.
Exporting Surveys
- Client surveys are special since they contain multiple custom headers and fields, but reside in the one CRMHaven database field. For this reason it may be useful to extract this survey data for analysis.
- Set any Clients you want to exported the same way as normal exporting.
- Set the Fields to Custom Fields. The Format will set to Excel and become greyed as this is the only option.
- Click the OK button to begin the Export. Choose a location for the spreadsheet and save.
Options
Note that carriage returns, line feeds and tabs have been substituted with text codes (, & ) so that the values can remain in one column. These codes are returned to their original formats when imported.
When exporting Surveys, if clients from different groups were exported only the first group’s custom headers will appear as the column headings in the export file. For this reason it may be best to Mark and export different group surveys separately.
The Photo field cannot be exported.