Exporting data from Insightly to a CSV file

About

Users can export Insightly records to create a reference, a backup, or for importing data into another program. Users can also export data from a custom report.  

In this Article

How Exporting Works

Users can update large sets of Insightly records by exporting them, changing or adding data to the file, and then importing them back into Insightly. Insightly matches the record ID numbers to find the existing records and replaces the field values in Insightly with the ones in the file. Users can export all of an object's records or refine the list of records to be exported. An Insightly administrator will need to grant users export permissions first. Other items, like file attachments, events, comments, and emails saved to Insightly, cannot be exported.

Exportable Objects

  • Contacts 
  • Contact Notes
  • Leads
  • Organizations
  • Organization Notes
  • Opportunities
  • Opportunity Notes
  • Projects 
  • Project Notes
  • Tasks
  • Custom Object Records
  • Products
  • Price Books
  • Price Book Entries
  • Quotes
  • Quote Products
  • Phone Calls
  • Prospects
  • Tickets

Reviewing Recent Exports

When a user exports records, the four most recent exports will appear in the right-hand list view side bar under Your Recent Exports. The exports in this section link to the zipped CSV file generated by the export when clicked. The exports that appear are object specific and will not display exports of other object records. This section will not appear if the user does not have any recent exports.

Exporting All Object Data

After an export has been completes, the export file can also be downloaded from the bell icon in the upper-right corner of Insightly.

  1. Navigate to the object that records will be exported from.

  2. Click the Show Sidebar button to the left of the New [Record] button.

  3. On the right sidebar, click the Export link in the Import/Export section.

    1. For some records, you will be asked to select an export format.

  4. An exported CSV file will be emailed to you. Check your spam folder if you don’t see it within a few minutes.

    1. The file download link will expire 30 days after the time of export.

Exporting a Subset of Data

Users can narrow down the list of records to export using specific criteria. After the export has completed, the export file can be downloaded from the bell icon in the upper-right corner of Insightly. You can review our article on mass maintenance for more information on the other options that appear when selecting multiple records.

  1. Navigate to the object that records will be exported from.

  2. The list of records can be narrowed down by:

    • Clicking the Filter button. The filter list includes an option to create a custom filter.

    • Clicking the List View dropdown and select a view.

    • Clicking a link in the right sidebar under Your Recent Imports, if records have been recently imported.

    • Clicking a tag to filter by tags.

  3. Once the list has been narrowed down, click the checkbox above the records to select all records on the page. If there are more than 50 items, they will be listed on multiple pages. Click the "Select all..." message that appears at the top of the list to include all the records in the export.

  4. Click the More button which appears above the list, then Export.

  5. An exported CSV file will be emailed to you. Check your spam folder if you don’t see it within a few minutes.

    1. The file download link will expire 30 days after the time of export.

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