How do I export everything from Zoho CRM if I want to leave or archive?

Use the data backup option in Zoho CRM's data administration settings to download all modules as CSV files, with attachments as an option on supported editions. For single modules, use the export option. Then export the things backup does not cover well, such as email history, workflows, templates and reports, by documenting or copying them separately.

Zoho CRM gives you two tools. Export pulls one module at a time to CSV, which is handy for quick extracts. Data backup creates a full set of files for all modules, and on supported editions you can include attachments and schedule backups regularly. Backup files arrive as zipped CSVs you can download for a limited time, so save them somewhere safe straight away.

Records are only part of a CRM. Relationships between modules come across as record IDs, so keep those columns if you plan to import elsewhere. Notes, activities and some related lists export as their own files. Configuration, such as workflow rules, Blueprints, custom functions, email templates and report definitions, is not in the CSV backup. Take screenshots or copy scripts if you want a record of how the system worked.

Before you leave, check how email sync data is stored, because emails linked from a mailbox may live in the mailbox rather than the CRM. Confirm your edition's backup frequency and attachment options on the current Zoho help page. If you are moving to another CRM, test-import a sample of the backup first, so you find mapping gaps while you still have access.

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