Symptom / Need

I need to export records from a specific module in wolkvox CRM to perform external analysis, generate custom reports, or for data backup purposes, ensuring the data is complete and easy to manage.

Context / Scenarios

Wolkvox CRM allows the export of records from its different modules, providing flexibility in data management. This feature is crucial for users who need to work with large volumes of information outside the platform, such as for analysis in BI tools, data migrations, or simply for backups. The process allows users to select the module, define a date range, and choose how the export file will be received.

Important considerations for export

• Record Limit: A maximum of 100,000 records is allowed per exported file.
• Date Consistency: The dates selected for the range must be in the same month and year.
• Large Exports: For exports exceeding 20,000 records, the process will be performed asynchronously, and a download link will be sent via email. Background export mode can also be selected.

Considerations regarding the generated CSV file

• Field Separators: Semicolons (;) within the data will be replaced by double vertical bars (||) in the CSV file.
• Opening Recommendation: It is recommended to open CSV files with plain text editors (such as Notepad++) instead of programs like Microsoft Excel.
• Excel Issues: Excel may automatically modify date and number formats, and very long numbers may be truncated or converted to scientific notation, which could compromise data integrity.

Answer (Solution / Recommendation)

To export records from a specific module in wolkvox CRM, follow these steps:

Access the Module Export section

1. In the left side menu of wolkvox CRM, click the gear icon button (Settings).
2. Then, click on the "General" tab.
3. Within the "General" section, click the "Export Modules" tab.
4. Finally, make sure you are on the "Export" tab.

Configure export parameters

1. " Select Module " field: Here you must select the module from which you want to export records (e.g., "Cases", "Contacts", "Opportunities").
2. " Email to notify " field: Enter the email address to which you want the link with the export file to be sent.
3. " Month " Field: Select a specific month and year from which you want to generate the data export.
4. " Date Range " Field: Choose a range of days within the selected month to limit the records to be exported.
5. Checkbox " Download in background and send by email ":
   • If this checkbox is enabled, the download will be generated in the background and the download link will be sent to you via email.
   • If this checkbox is disabled, the download will start directly in your browser as a CSV file, and the download link will be sent to you via email (which will download a .tar.gz file with the CSV inside).

Start export

• Click the " Clear Filters " button if you want to clear the current field settings.
• Click the " Export " button to generate the data export with the defined settings.