How to Export Records from Kylas CRM

Exporting records from Kylas CRM is an essential feature for businesses that need to analyze, back up, or share data externally. With just a few steps, users can export key CRM data such as Leads, Contacts, Deals, Companies, Quotations, Calls, Meetings, Tasks, Products & Services, and even location history for field sales executives.

Additionally, Kylas allows exporting Smart Lists (filtered data sets) and supports exporting associated records like Notes and Meetings along with the main entity. This flexibility ensures you always have the right data in the right format for decision-making.

Table of Contents

1. Introduction

2. Prerequisites

3. Steps to Export Records from Kylas

   • Exporting Entities (Leads, Contacts, Deals, Companies, etc.)

   • Exporting Smart Lists

   • Exporting Notes and Meetings with Entities

   • Exporting Location History for Field Sales

4. Use Cases

5. Benefits

6. Conclusion

1. Introduction

Data exports are critical for reporting, compliance, audits, and offline analysis. Kylas CRM makes exporting easy, ensuring you can extract all the necessary information in CSV format. You can export a wide range of entities, select Smart Lists for filtered data, and include linked records like Notes or Meetings for a complete dataset.

This ensures your CRM data is not siloed but available for wider business processes such as analytics, reporting, and integration with other systems.

2. Prerequisites

Before exporting records, ensure the following:

• Permissions:

  • Export permissions for the respective entities (Leads, Contacts, Deals, etc.).

  • Read permissions on entities and related modules you want to export (e.g., Notes, Meetings).

• Product Plans: Available on Elevate Plan.

• Activities to be Completed: None.

• Connectivity: Stable internet connection as large exports may take some time.

3. Steps to Export Records from Kylas

A. Exporting Entities (Leads, Contacts, Deals, Companies, etc.)

1. Login to Kylas CRM.

2. Go to Settings from the left navigation bar.

3. Navigate to Data Management → Export.

4. Click on Export.

5. Select the Entity you want to export (e.g., Leads, Contacts, Deals, Companies, Quotations, Calls, Meetings, Tasks, Products & Services).

6. (Optional) Choose to include associated records such as Notes or Meetings.

7. Confirm and click on Export.

8. A CSV file will be generated and available for download.
   

B. Exporting Smart Lists

1. Navigate to Settings → Data Management → Export.

2. Select the Entity where the Smart List exists (e.g., Leads, Deals).

3. From the export options, choose the Smart List filter you want to apply.

4. Click on Export.

5. The exported file will contain records only from that Smart List.

C. Exporting Notes and Meetings with Entities

1. In Settings → Data Management → Export, select the primary entity (e.g., Leads, Deals, Contacts).

2. While exporting Leads, Deals, or Contacts, you will see an option to Include Associated Records.

3. Select Notes and/or Meetings to include them in the exported dataset.

4. Proceed with export.

5. The CSV file will contain additional rows/columns mapping these associated activities to their respective entity.

D. Exporting Location History for Field Sales Executives

1. Navigate to Settings → Data Management → Export.

2. Select Location History as the entity.

3. Apply filters (user/team/date range) if required.

4. Click Export.

5. A CSV file containing detailed location logs (timestamps, GPS points, activity mapping) will be generated.

4. Use Cases

• Team Performance Review: Export Deals with Meetings & Notes to analyze how sales teams are engaging with customers.
  

• Data Backup: Regular exports of Leads and Contacts for offline backup.

• Audit & Compliance: Export call logs and meeting history for compliance reviews.

• Field Tracking: Export Field Sales executives’ location history for attendance or activity verification.

• Targeted Analysis: Export Smart Lists (e.g., Leads by specific source) for marketing or sales strategy evaluation.

5. Benefits

• Flexibility: Export any entity or Smart List based on your needs.

• Comprehensiveness: Ability to include related Notes, Calls, or Meetings ensures complete context.

• Transparency: Provides management with a clear overview of sales activities and performance.

• Field Sales Tracking: Exporting location history enhances accountability and productivity monitoring.

• Integration Ready: CSV format allows easy integration into BI tools (Power BI, Tableau, Excel).

6. Conclusion

Exporting records from Kylas CRM is a powerful feature that ensures your data remains accessible, analyzable, and actionable outside the CRM. From Leads to Field Sales location history, Kylas provides a comprehensive and flexible export mechanism.

By leveraging this feature, businesses can maintain better control over their data, improve reporting accuracy, and enhance decision-making across sales and operations.