Import & Export

Importing Data

Supported Entities

You can import data into:

• Leads
• Contacts
• Accounts
• Deals

CSV Import Process

Step 1: Download Template

1. Go to the module (e.g., Leads) → Click Import
2. Click Download Template
3. Open the CSV file — it contains all available columns with headers

Step 2: Prepare Your Data

Fill in the template following these rules:

• First row must be column headers (don't modify them)
• One record per row
• Date format: YYYY-MM-DD (e.g., 2026-07-31)
• Phone numbers: Include country code (e.g., +91-9876543210)
• Select fields: Use exact option values (e.g., "NEW", "CONTACTED")
• Empty cells are treated as blank (not required fields still need values)

Step 3: Upload & Map

1. Click Upload CSV
2. Select your file
3. ZenTraq shows the Column Mapping screen:
   • Left column: Your CSV headers
   • Right column: CRM fields to map to
   • Auto-matches obvious ones (Name → First Name, Email → Email)
   • Manually map any unmatched columns
4. Click Next

Step 4: Review & Handle Duplicates

Before importing, ZenTraq checks for duplicates:

• Duplicate detection: Matches by Email OR Phone
• Options:
  • Skip duplicates (don't import matching records)
  • Update duplicates (overwrite with new data)
  • Import all (create duplicates)
• Review flagged records before confirming

Step 5: Import

1. Click Start Import
2. Progress bar shows completion
3. Results summary:
   • Records imported successfully
   • Records skipped (duplicates)
   • Records failed (validation errors)
4. Download error report for failed records

Import Tips

• Clean data first — Remove empty rows, fix formatting
• Test with 5 records — Import a small batch first to verify mapping
• Use exact values — For dropdowns, use the exact option text
• One entity at a time — Don't mix leads and contacts in one file
• Max 5,000 records per import (for larger datasets, split into batches)

Bulk Create via API

For large imports or automated data feeds, use the REST API:

POST /api/crm/leads/bulk-create
Content-Type: application/json
Body: [{ "firstName": "...", "email": "...", ... }]

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Exporting Data

From List Views

1. Go to any list page (Leads, Contacts, Deals, Invoices)
2. Optionally filter the data first
3. Click Export button in the toolbar
4. Choose format:
   • CSV — For spreadsheets (Excel, Google Sheets)
   • Excel (.xlsx) — Native Excel format
5. File downloads immediately

What Gets Exported

• All visible columns in the current view
• Filtered records only (if filters are active)
• Includes custom fields
• Excludes: Internal IDs, system timestamps (unless explicitly shown)

From Reports

1. Open any report
2. Click Export → PDF or Excel
3. PDF includes charts and formatted tables
4. Excel includes raw data for further analysis

Export Permissions

• Admins can export all data
• Managers can export their team's data
• Reps can export only their own records
• Export permission can be disabled per role in Settings → Roles

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Data Backup

Manual Backup

1. Go to Settings → Data Management
2. Click Export All Data
3. Select entities to include
4. Download as ZIP containing CSVs for each entity

What's Included

• Leads, Contacts, Accounts, Deals
• Invoices, Quotes
• Activities, Notes
• Custom field values
• Communication history (metadata only, not message content)

Backup Tips

• Monthly backups recommended for business continuity
• Before major changes — Export before bulk updates or deletions
• Store securely — Keep backups in a safe location (cloud drive, external storage)

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Migration

From Another CRM

If migrating from another CRM system:

1. Export data from your current CRM as CSV
2. Map columns to ZenTraq's fields
3. Import in this order:
   1. Accounts (companies)
   2. Contacts (people)
   3. Leads (prospects)
   4. Deals (opportunities)
4. Verify data integrity after import

Common Migration Sources

• Excel/Google Sheets — Direct CSV import
• Zoho CRM — Export as CSV → Import
• HubSpot — Export contacts and deals → Import
• Salesforce — Data Export → CSV → Import
• Freshsales — Export → CSV → Import

Tips

• Always keep a backup before large imports
• Use filters before export — Export only what you need
• Map carefully — Wrong mapping corrupts data
• Check after import — Open random records to verify
• Track import history — Note what was imported and when