How do I automatically back up all Zoho CRM data, including attachments, on a schedule?

Zoho CRM has a built-in data backup option in its data administration settings that exports all modules, and attachments, as downloadable files. On supported editions you can schedule it to run regularly. Zoho emails a download link that expires after a limited time, so someone still has to download it. For fully automatic offsite backups, use the CRM APIs or a backup tool.

In Zoho CRM, the backup feature sits under data administration in setup. You can request a backup immediately or schedule recurring backups, depending on your edition. The output is a set of CSV files for records and separate files for attachments. Notes, related records and attachments are included, but some items such as workflows and layouts are configuration, not data, and are not restored by importing these files.

The catch is that a backup only protects you once it is stored somewhere you control. Zoho emails the admin when the backup is ready, and the download links expire. Assign an owner, download each backup to secure storage, and test that you can open the files.

For hands-off backups, a scheduled job can use the CRM bulk read API to export modules and the attachments API to fetch files, then save them to WorkDrive, cloud storage or a server. There are also marketplace tools that do this. Whatever you choose, test a restore of a few records once a year so you know the backup is usable.

Written by Flowpeak, a Zoho implementation partner. Zoho pricing and features change, so confirm current details on the official Zoho site. Free checklists | Ask us a question