Exporting emails

What is the easiest way to get all of the emails that are currently in Insightly back OUT of Insightly? I'd just like to forward them to another email account, if possible...

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  • Hi Christine:

    Only the basic data can be exported from Insightly. Emails, Notes, Attachments and links between records can not be extracted. Emails are included in the XML export option but this can not be imported into Insightly. The XML option is an archival format that requires an additional application or service to be able to read or convert.

    Perhaps someone in the Community has found a way to extract the data from the XML file and can share with us.

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  • I have not but I would like to hear the answer if someone knows. 

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  • I am not sure that there is an easy way to do this. It does look like it is possible using the API. I have not done this before but have worked with the Insightly API and it does look like there is an endpoint for extracting emails.

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  • I agree with David that with the API this should be possible.

    I also don"t know off any way to extract this data in a usable way to be able to forward them. 

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  • Does anybody in this thread know if the full body of the e-mails is extracted to the XML file?

    I did an export - and to read the Emails.xml file I imported the date to Excel (I know this is not necessarily thorough but it is quick and easy!)
    I get a column "BODY_EXTRACT" but that is limited to around 100 characters or so.

    Does anybody know if the full body of the text is there somewhere?

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  • Hi Kevin,

    You're correct the full body will not be included within the XML export only the header will be included. Perhaps one of our Hero's may have a suggestion or workaround.

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  • Hi Kevin,

    I'm not sure there's a straightforward way to do this just now, though of course export at almost ever other level is possible!

    One option I suppose, if you have Insightly and Gmail accounts linked, is to work with the required emails in Gmail rather than trying to export from Insightly?

    Not a long term solution probably, but hopefully one that allows you to complete your task in hand!

    kind regards, Simon

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  • Hi Simon

    Thanks for the answer.

    However I don't think it is a satisfactory solution to have to work with Gmail. One of the benefits of the CRM should be that all emails associated with the Contact/ Organisation/ Opportunity are accessible by all the necessary people - even when for example the dialog was with someone who may have left my company - and I should be able to export this conversation without having to resort to Gmail.

    To be clear - are you saying you are "not sure" it can be done...or that it *possbly* can be done...maybe via the API for example.

    Thanks

    Kevin

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  • Hi again Kevin,

    I appreciate you'd rather solve this by working within Insightly as you do in other ways rather than using a workaround like Gmail.   It is possible an alternative approach can be used that avoids Gmail though not one I am familiar with. I'm sure another member of the community will be able to help if there is a solution! 

    kind regards, Simon

     

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  • This is a critical feature and I am furious about the way Insightly has repeatedly handled this question here and elsewhere. 

    For example:

    https://support.insight.ly/hc/en-us/requests/163277
    https://support.insight.ly/hc/en-us/community/posts/206532608-Full-data-export

    How can your customers backup data if you don't give them access to all of it? 

    In our case many of the email accounts have been archived and are not readily accessible by the rest of the team. So referring back to the original email in Gmail etc. simply doesn't work. 

    All of this information resides on Insightly servers and as such it is incumbent on Insightly to provide a workable way of accessing this data.

    This is also the case for files and any other data customers are storing on your servers. 

    You are selling customers your product without telling them you do not offer a full export of data should they ever wish to back it up or to migrate to another platform. 

    Letting critical questions like this go unanswered for months at a time is unacceptable.

    Do Insightly intend to address this question quickly –along with the question of export other data like files? 

    Danny.

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  • Kevin, It cannot be done via the API to the best of my knowledge either. I have tried and the "Body" field always returns null. 

     

     

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  • I have bene trying to pull a list of all emails using through the API at the https://api.insightly.com/v3.0/Emails endpoint. However It is not returning a complete list and is only showing emails from a couple months in 2014. Is there a limit to how many emails can be returned in an API call? GET request sent using Postman if that matters. 

     

     

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  • Hi Andrew, 

    The API uses pagination for the recordsets, so you need to use top and skip to get more than just the first 100 email records. Our Limiting Returned Records section in the API documentation explains more about this. 

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  • Hi Andrew,

    Did you check the pagination?

    Limiting Returned Records

    Similar to the previous version (version 2.3), this version returns paginated recordsets, with 100 records per response (default) and a maximum of 500 records per response.

    To page through the recordset, use the top and skip query string parameters to specify the number of records to return and the starting record position.

    Check the response payload to see if there are multiple pages and how many records there are to skip and get the next set.

     

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  • I really wish I had known about this issue and seen this thread BEFORE we migrated to Insightly as this is a deal-breaker for us. We need to be able to interact with uploaded emails or really there is no point in using the system.

    We'll be transitioning away from Insightly based on this, but we really need to get all of our emails out and not in csv or xml format. Can anyone please advise on the commands required to do this via the API? Unfortunately, as a small organisation we're not in a position to hire a developer to do this for us, but we do need our records out of the system.

    I'd also like to register my disappointment that this feature isn't included as standard, nor is it flagged in the sales process. It's a key function for any business I'm sure.

    Cheers

    Shari

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