Data Management

The Data Management tools provide administrative control over your organization's data — full exports for backup or migration, module-level exports for analysis, and data purge for resetting your environment.

Navigate to Admin > Data Management.

Export All Data

Download a complete backup of your CRM data as a multi-sheet Excel workbook (.xlsx). Each module's data is placed on a separate sheet.

What is Included

Sheet	Contents
Accounts	All account records with all fields
Contacts	All contact records
Leads	All lead records
Opportunities	All opportunity records
Tasks	All task records
Products	Product catalog
Subscriptions	All subscription records
Invoices	All invoices and line items
Projects	All project records
Notes	All notes across modules
Activities	Activity log entries

How to Export

1. Click Export All Data.
2. The system prepares the export in the background.
3. When ready, the file is available for download (a notification is sent).
4. Click Download to save the .xlsx file.

note

Large datasets may take several minutes to export. You can continue working while the export processes. Check Admin > Batch Jobs for progress.

Export Scope

• Only data your role has access to is included. Admins with full access get the complete dataset.
• Deleted (soft-deleted) records are not included in the export.
• System configuration (custom fields, pipelines, workflows) is not included — this is a data export, not a full system backup.

tip

Schedule regular full exports as part of your data backup strategy. Store exports securely — they contain all your business data including contact information and financial records.

Module-Level Export

Export data from individual modules with filtering and column control.

Supported Modules

• Accounts
• Contacts
• Leads
• Opportunities

How to Export a Module

1. Navigate to the module's list view (e.g., Accounts).
2. Apply any filters you need (status, owner, industry, date range, etc.).
3. Click the Export button above the data table.
4. The exported file includes:
   • Only the visible columns — hidden columns are excluded
   • Only the filtered records — respecting your active filters
5. Choose format: CSV or Excel (.xlsx).
6. The file downloads immediately for small datasets or is queued for large ones.

tip

Use module-level export to create targeted reports — for example, export all "Active" accounts in the "Technology" industry owned by a specific team member.

Data Purge

warning

Danger Zone — Data purge permanently deletes business data from your CRM. This action cannot be undone. Use extreme caution.

The Data Purge feature removes all business data while preserving system configuration. This is useful for:

• Resetting a demo or sandbox environment
• Starting fresh after a testing period
• Cleaning up before a production go-live

What is Purged

Purged	Preserved
Accounts	Users
Contacts	Roles & Permissions
Leads	Teams & Departments
Opportunities	Custom Fields
Tasks	Pipelines & Stages
Products	Workflows
Subscriptions	Notification Templates
Invoices	Page Layouts
Projects	System Settings
Notes & Activities	Integration Configurations
Documents

Double Confirmation

Because of the irreversible nature of this operation, the purge requires two confirmation steps:

1. First confirmation — click Purge All Data and type the confirmation phrase displayed on screen (e.g., "DELETE ALL DATA").
2. Second confirmation — a final dialog asks "Are you absolutely sure?" with a countdown timer before the Confirm Purge button becomes active.

Purge Process

1. The purge runs as a background job.
2. All business data tables are truncated in the correct order (respecting foreign key relationships).
3. A notification is sent when the purge is complete.
4. The audit log records the purge event (the audit log itself is preserved).

warning

Export your data before purging. Use the Export All Data feature above to create a backup. Once purged, data cannot be recovered.

Best Practices

1. Export before you purge — always create a full data export as a backup before any purge operation.
2. Restrict access — only grant Data Management access to senior administrators.
3. Use module export for reporting — instead of pulling everything, export just the module and columns you need.
4. Schedule regular backups — export all data weekly or monthly as part of your disaster recovery plan.
5. Purge only in non-production — avoid purging production data unless absolutely necessary. Use it primarily for test/demo environments.

Related Pages

• Import & Export — standard import/export operations
• Batch Jobs — monitoring export and purge job progress
• Audit Logs — tracking who performed data management operations
• Roles & Permissions — controlling access to data management features