How to Export CRM Data From Shape Software

Shape makes it easy to export CRM data into a CSV file for reporting, analysis, reconciliation, audits, data management, or other business needs.

Exports are built around your Shape list views. You choose the audience using filters and select the columns containing the information you want to include. This gives you control over both which records are exported and which data fields appear in your file.

Shape also uses role-based permissions and data-access controls to help ensure users can only export the information they are authorized to access.

Why Export Data From Shape?

Most day-to-day work can stay inside Shape, but there are plenty of situations where having your CRM data in a CSV is useful.

Common reasons to export include:

• Building custom reports or analyses
• Reviewing lead and campaign performance
• Reconciling Shape data with another system
• Sharing a specific dataset with an internal team
• Performing audits or historical reviews
• Analyzing user, branch, or team performance
• Reviewing past customer data
• Comparing CRM data with LOS, POS, marketing, or other business data
• Working with data in Excel, Google Sheets, or another reporting tool

Because exports use your list filters and selected columns, you do not have to download your entire database just to answer a specific question.

You can build the audience and dataset you actually need.

How Shape Exports Work

Shape exports are based on two important parts of your list view:

Your filters determine which records are exported.

Your columns determine which fields are exported.

For example, you could create a list of past customers funded within a certain date range and configure your columns to include:

• First Name
• Last Name
• Email
• Mobile Phone
• Loan Amount
• Funded Date
• Loan Purpose
• Assigned User
• Marketing Source
• Relevant custom fields

Your CSV will then contain the records matching your filters with the selected column data.

This makes it easy to create purpose-built exports without downloading fields you do not need.

How to Export Records From Shape

What If I Only Want to Export Certain Records?

Exports are based on the list, not individual checkbox selections.

If you need to export a specific group of records, use your filters to create that audience first.

Bulk Actions can also help you create a more targeted list. For example, you could select a group of records using the Bulk Actions checkboxes, apply a unique tag to those records in bulk, and then filter your list by that tag before exporting.

This gives you an easy way to build a custom export audience when the records do not already share another filterable characteristic.

Exporting Activity and Related Data

Many useful activity metrics can be included in a contact export when they are available as list columns.

For example, depending on your configuration and available fields, you may be able to include information such as:

• Total Calls
• Total Texts
• Total Emails
• Other activity totals
• Referral Partner information
• Company information
• Related contact information
• Custom fields

Add the information you need as columns before creating the export.

Some types of data have their own dedicated areas and reports instead of being included as individual contact-list columns.

For example, if you need detailed individual call records, tasks, or notes, use the appropriate Call Log Report, Task List, Notes Report, or other applicable area in Shape.

This lets you use a contact export for record-level data and the appropriate reporting area when you need detailed activity-level information.

Export Permissions and Data Access

Exporting CRM data is permission-controlled.

By default, export functionality is generally available to Administrator users.

If your organization wants other users or roles to have export capabilities, an Administrator can manage access under Settings › Role Permissions.

Giving a user export permission does not automatically give that person access to your entire Shape database.

Exports continue to respect the user’s existing role, access, and record visibility.

In simple terms: users can only export records they are already authorized to see.

For example, if a user’s role only allows them to view records belonging to their team, enabling export permission does not allow them to export records belonging to another team.

This allows organizations to make exporting available to the people who need it without opening access to unrelated CRM data.

Sensitive and Restricted Fields

Not every field stored in Shape is available through standard exports.

Certain sensitive information is intentionally restricted from export for security and data-protection purposes. For example, Social Security Numbers are not included in standard exports.

As a result, a field that is visible somewhere within Shape may not always be available in a downloaded CSV.

If you expect certain information to appear in an export and it does not, contact Shape Support. Our team can confirm whether the field is intentionally restricted, affected by your configuration or permissions, or requires further review.

Accessing Completed Exports

Shape keeps your export requests and completed files in the Export Report.

The Export Report provides information such as:

• Who initiated the export
• Date and time requested
• Approximate number of records at the time of the request
• Current export status
• Option to download a completed export
• Option to cancel an export that is still waiting to process

Administrator users can view exports across the system.

How Will I Know My Export Is Ready?

You do not need to keep checking the Export Report.

When your export is complete, Shape sends:

• An email notification
• A Shape push notification

You can then return to the Export Report and download the CSV.

How Long Are Export Files Available?

Completed exports are available through the Export Report for 48 hours.

Because export files can contain customer and business data, Shape does not keep the downloadable file indefinitely.

We recommend downloading the file when you receive the completion notification if you know you will need it.

Large CRM Exports

Most users do not need to think much about how Shape processes an export. However, larger datasets are handled slightly differently to help maintain system performance.

Exports With 3,000 Records or Fewer

Exports containing up to and including 3,000 records can be processed without waiting for the after-hours export queue.

Exports With More Than 3,000 Records

Exports containing 3,001 records or more are automatically queued for after-hours processing.

There is nothing additional you need to do.

You can continue working normally, close the page, or log out. Shape will process queued exports in order and notify you when your file is ready.

Processing time can vary based on the size of your export and other exports already in the queue.

Why Can the Final Record Count Change?

For larger exports that are processed later, Shape evaluates your active filters when the export actually runs.

Because your CRM continues operating normally in the meantime, records may change between the time you request the export and the time the file is generated.

For example, imagine you request an export when 10,000 records match your filters.

Before the export processes, users, Bulk Actions, automations, integrations, or APIs update some of those records. When Shape runs the export, 9,750 records now meet the original criteria.

The completed CSV will contain those 9,750 currently matching records.

The Export Report is also updated after processing so the completed count reflects the records actually included in your file.

This helps ensure larger exports contain data that matches your criteria when the CSV is generated rather than relying on an outdated snapshot from earlier in the day.

For most exports, you will not need to think about this. It is primarily something to keep in mind when exporting large audiences based on fields that change frequently.

Export Best Practices

A few simple practices can make your exports easier to work with and help protect your organization’s data.

Build Your Audience First

Use filters to create the specific audience you need instead of exporting a much larger dataset and filtering it afterward.

Choose Your Columns Before Exporting

Remember that your selected columns determine what appears in the CSV.

If you need a particular standard or custom field, make sure it is included as a column before starting the export.

Double-Check Your Filters

Take a quick look at your resulting list before exporting, especially for larger audiences.

Use the Right Report for Detailed Activity Data

Contact exports are great for record-level information and activity totals. For detailed call logs, individual tasks, notes, or similar information, use the corresponding Shape report or list.

Download Completed Files Promptly

Export files remain available in the Export Report for 48 hours. Download your file after receiving the completion notification if you need to retain it.

Be Mindful of Customer Data

Only export information you have a legitimate business need to use. Once a CSV is downloaded from Shape, it should be handled according to your organization’s security and data-handling policies.

Frequently Asked Questions About Exporting From Shape

What File Format Does Shape Use for Exports?+

Shape exports data in CSV format, which can be opened in Excel, Google Sheets, and most spreadsheet or data-analysis applications.

What Determines Which Records Are Exported?+

Your list and active filters determine which records qualify for the export.

What Determines Which Fields Are Included?+

Your selected list columns determine which available fields are included in the CSV.

List page exports support up to 20 selected columns.

Can I Export Custom Fields?+

Yes.

Add the custom field to your list columns before exporting, and it can be included in the CSV as long as the field is available for export.

Can I Select a Few Records With the Checkboxes and Export Only Those?+

Not directly.

The Export action exports the list rather than your individual checkbox selections.

If you need to create a custom audience, you can use Bulk Actions to identify those records, such as applying a unique tag, then filter the list using that value and create your export.

Who Can Export Data From Shape?+

Export access is generally available to Administrator users by default.

Administrators can grant export capabilities to additional roles through Settings › Role Permissions.

Does Export Permission Give Someone Access to the Entire Database?+

No.

Export permission does not override the user’s existing record visibility or role permissions. Users can only export records they are otherwise authorized to access.

Why Is a Field I Can See in Shape Missing From My Export?+

Some sensitive fields are intentionally restricted from standard exports. Social Security Numbers are one example.

Other fields may depend on your permissions, configuration, report, or the type of export being performed.

Can I Export Calls, Tasks, or Notes?+

Activity totals such as Total Calls, Total Texts, or Total Emails can be included when those fields are available and selected as columns.

For detailed individual activities, use the appropriate area of Shape. For example, individual calls can be exported from the Call Log Report, while tasks and notes can be exported from their respective lists or reports.

How Long Does an Export Take?+

It depends primarily on the size of the export.

Exports containing up to 3,000 records can be processed without waiting for the after-hours queue. Exports with 3,001 or more records are scheduled for after-hours processing.

Larger exports and busy queues can take additional time.

Do I Need to Stay Logged In?+

No.

You can continue using Shape normally or log out after submitting your export. Shape will notify you by email and push notification when the file is ready.

How Long Can I Download My Export?+

Completed files are available through the Export Report for 48 hours.

Why Did My Record Count Change?+

For larger exports processed after hours, Shape evaluates your filters when the export actually runs.

If records have changed and no longer meet your criteria, the final count can differ from the approximate count displayed when you originally requested the export.

What Should I Do if My Export Fails?+

Contact Shape Support.

Our team can review the export and help determine why it did not complete successfully.

What Should I Do if My Export Is Missing Data?+

First, confirm that the field was included in your selected list columns.

If the field was selected but the information still did not export as expected, contact Shape Support. Some sensitive fields are intentionally restricted, while other situations may require us to review your specific configuration.

Use Your Shape Data Wherever You Need It

Shape’s export tools give you flexibility to use your CRM data for the reporting, analysis, reconciliation, and operational work that happens outside the platform.

Build the audience you need with filters, choose the fields you want through your list columns, and export the resulting dataset into a familiar CSV format.

At the same time, Role Permissions, existing record visibility, sensitive-field restrictions, export safeguards, and limited file retention help keep access to CRM data controlled while still making it easy for authorized users to get the information they need.