Exporting Data in Shape
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Exporting Data in Shape
Exporting data is a common and important function in any CRM or lead management system. Shape makes it easy to export records when you need to analyze data, share information, or maintain backups outside the platform.
Where to Export Data
If you have permission to export, you will see an Export button near the top right of a list view or report. This option is available on standard list views as well as reports, allowing you to export the data you are actively working with. Exports typically generate a CSV file, which can be opened in spreadsheet tools like Excel or Google Sheets.
What Gets Included in an Export
When exporting a list, Shape includes only the data that is currently visible on your screen. This gives you full control over what is included in the export.
Exports reflect:
- The records currently selected or displayed
- The columns visible in your list view
- The order of columns as shown on screen
If your list spans multiple pages, you can export all visible records rather than just the first page.
Export Permissions and Role Controls
By default, export permissions are usually limited to admins. If a user does not have permission, the Export button will not appear at all.
Admins can control export access by:
- Navigating to Role Permissions in Settings
- Searching for “Export” permissions
- Enabling export access for specific roles
- Saving permissions to apply changes
Because exports allow users to download large amounts of data, this permission should be granted thoughtfully.
Viewing and Downloading Export Files
Once an export is initiated, it is tracked in the Export Report. This report shows both completed and pending exports and allows you to download files once they are ready. Most exports are processed quickly. Larger exports may take longer to complete and, in some cases, may process after hours to avoid impacting system performance.
Why This Video Matters
Data exports give you flexibility and control over your information outside of Shape. Whether you are auditing records, sharing data with stakeholders, or running deeper analysis, understanding how exports work and who has access ensures your data stays secure while remaining accessible when needed.
