> ## Documentation Index
> Fetch the complete documentation index at: https://docs.play2sell.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Exporting Data

> Export deals, leads, and reports from SalesOS in CSV, PDF, or via scheduled deliveries.

# Exporting Data

SalesOS allows you to export your data for use in external tools, accounting systems, presentations, or backups.

## Export Formats

| Format   | Best For                                         | Available On             |
| -------- | ------------------------------------------------ | ------------------------ |
| **CSV**  | Spreadsheet analysis, importing into other tools | All plans                |
| **PDF**  | Presentations, sharing with stakeholders         | Professional, Enterprise |
| **XLSX** | Excel-specific formatting and formulas           | Professional, Enterprise |

## What You Can Export

### Deals

Export your deal data from the Pipeline or Deals list view:

1. Go to **Pipeline** or **Deals**
2. Apply any filters you want (the export respects current filters)
3. Click **Export**
4. Select the format (CSV, PDF, or XLSX)
5. Choose which fields to include
6. Click **Download**

Exported deal data includes:

* Deal name, value, stage, and probability
* Contact and company information
* Owner and team
* Creation and close dates
* All custom field values
* Deal notes (optional)

### Leads

Export leads from the Leads list view:

1. Go to **Leads**
2. Apply filters as needed
3. Click **Export**
4. Configure fields and format
5. Download

### Reports

Export any dashboard or report:

1. Open the report or dashboard
2. Set the desired time period and filters
3. Click the **Export** button in the top-right
4. Choose PDF for a visual report or CSV for raw data
5. Download

<Tip>
  When exporting reports as PDF, the export captures exactly what you see on screen, including charts and visualizations. CSV exports provide the underlying data without charts.
</Tip>

## Scheduled Exports

On Enterprise plans, you can schedule automatic exports:

<Steps>
  <Step title="Go to Admin > Reports > Scheduled Exports">
    Open the scheduled exports section.
  </Step>

  <Step title="Click Create Schedule">
    Click **+ New Scheduled Export**.
  </Step>

  <Step title="Configure the export">
    * Select the data type (deals, leads, or report)
    * Choose the format (CSV, PDF, XLSX)
    * Set filters and field selection
    * Choose delivery frequency (daily, weekly, monthly)
    * Add email recipients
  </Step>

  <Step title="Activate">
    Toggle the schedule to active. The first export is sent at the next scheduled time.
  </Step>
</Steps>

<Note>
  Scheduled exports are delivered as email attachments. The maximum file size for email delivery is 25MB. For larger exports, a download link is provided instead of an attachment.
</Note>

## Bulk Export

For complete data exports (backup or migration purposes):

1. Go to **Admin > Data Management > Export All**
2. Select which entities to include (deals, leads, users, activities)
3. Click **Generate Export**
4. The system prepares the export in the background
5. You receive an email with a download link when ready

<Warning>
  Full data exports can take several minutes for large datasets. The download link expires after 24 hours.
</Warning>

## Field Selection

When exporting, you can choose exactly which fields to include:

* **Standard fields** — All built-in SalesOS fields
* **Custom fields** — Any custom fields configured by your admin
* **Related data** — Include associated contact, company, or team information
* **Activity log** — Include the history of changes (can significantly increase file size)

## Data Privacy

Exports contain potentially sensitive business data. Keep in mind:

* Only Admins and Managers can export data (controlled by role permissions)
* All export actions are logged in the audit trail
* Export files should be stored securely and shared only with authorized personnel
* Exported files are not encrypted — handle them according to your company's data policy

## Next Steps

<CardGroup cols={2}>
  <Card title="Dashboards" icon="chart-mixed" href="/admin/reports/dashboards">
    Build visual dashboards
  </Card>

  <Card title="API" icon="code" href="/api/overview">
    Access data programmatically via the API
  </Card>
</CardGroup>