Exporting in Shape Software - Shape Software - Automate your business!

Exporting in Shape Software

How to Export Records from Shape

Lead and contact information is vital to your business. You may find yourself wanting to preserve that information. Shape not only provides the tools necessary to manage and track leads in the system, but also allows certain user roles to export this data. This article will detail how to export all of your leads and contacts that are currently in Shape.

This can be any of your list views being Leads, Prospects, Borrowers, Referral Partners, and Associates.

To export all records from your system, navigate to the all records report.

All Records Report: https://secure.setshape.com/allrecords

You will find the columns dropdown in the top right where you can use checkmarks to select the columns you want to include in your export.

When you’re satisfied with your column selections, press “Apply Changes to List”

After customizing your columns, if you’d like to only export a segment of your data, like “Closed” records, click on “Filters” and filter for your needs. We support custom filters as well. Add to your needs and press “View Results”

If you do not see the filter option that you are looking for, create your own filters via the “Add Custom Filters” selections. Once you’re done filtering, press “View Results.”

Once you’re happy with your columns and filters. Click on the export button and export as a CSV.

The report will generate in the “Export Report” and remain there for 48 hours to download at your leisure.

Note: The export may take some time to generate depending on the amount of records in the list. However, it should not take more than 15 minutes to generate the export. These export files are available for up to 48 hours.

Frequently Asked Questions

Export files are available to download for 48 hours after completion via the “Export Report” in Shape’s reporting section.

No, once the files have been removed from the “Export Report,” there is no way for either customers or support to recover or download them. Exports must be re-generated.

Data Export jobs are queued and jobs are processed on a first-in-first-out basis. These queues are based on the data export size. Heavy traffic can delay an export delivery and time to completion may be variable. Depending on the size of your export and current traffic on the instance, the magnitude of variation in time to completion can be up to 24 hours. 

If you are attempting to download more than your plan’s export limit during peak business hours, your report will be generated after hours to download the following day. If your export is taking an uncharacteristic or exceedingly long amount of time to complete, consider whether you have added new objects to the export request or if your organization has done a large data upload recently. 

Depending on the size of your export files, you can only be on different queues. Exports files with lesser data will be on small queues, and larger data exports will be on the larger queues.

Plan ahead. Since you cannot estimate how many requests are ahead of your org, kick off the export ahead of deadlines so that you have a sufficient buffer. Choose only those objects, whose data you actually need. Reducing your export file size will definitely help in getting you to the smaller queues which would improve queue wait times.

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