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Pipedrive Export Data Tutorial

Users may have many reasons to export data from Pipedrive: 

  • Build a custom sales dashboard using a third-party tool, for example, Google Data Studio.
  • Share performance results with stakeholders and let them comment or even edit the records.
  • Sell a data set on the black market for all the money in the world – That’s a joke! We do not recommend this, of course :D.

Each reason for pulling information from Pipedrive is unique since it has its own purpose and information required. 

In Pipedrive, export data can be done in different ways. We collected and shared the most convenient ones in this text. Enjoy! 

How to export data from Pipedrive

According to the Pipedrive documentation, ‘there are two ways to export data from Pipedrive.’ That’s not exactly true, because there are three ways:

  • Export data – you can download all the data for a specific data entity (leads, deals, etc.) as a CSV or Excel file.
  • Export filter results or List view export – this option allows you to download records grouped according to a custom or preset filter as a CSV or Excel file.
  • Pipedrive integrations for data export – a third-party tool will let you export data from Pipedrive to a destination app, such as Google Sheets, Excel, and others. Your choice of an integration solution will depend on where to load data, automation preferences, and other criteria.

Which Pipedrive export data option is best?

The first two options are native. This means that you can do the job using the Pipedrive interface with a few clicks. As a result, you get a CSV or Excel file with records that can be uploaded to other software for different goals. These methods are probably ideal if you don’t need to fetch data regularly, for example, every day or every hour. If you do, then it’s better to automate data exports to load data to any cloud platform like OneDrive or Dropbox.

Using a Pipedrive integration is the choice of the users who want to build a self-updating dashboard or automate reporting and data sharing with stakeholders. For example, you can schedule exports from Pipedrive to Excel every hour, all week long. The main integration tools that are worth your attention are Coupler.io, Flatly, and Zapier. 

To help you choose the best method for Pipedrive data export, let’s review each one in action.  

How to export all data from Pipedrive

There is no ‘Pipedrive export all data‘ button to load all the data records across all categories in bulk. 

However, you can perform exports of all records by individual category including deals, contacts, products, etc. This is possible either using the native Export data option or a Pipedrive integration tool, for example, Coupler.io. 

Native options for Pipedrive data export 

Export data

This method lets you export all the records for a specific data entity:

  • Leads
  • Deals
  • Organizations
  • People
  • Products
  • Activities
  • Notes

The exporting formats available are CSV and Excel. However, keep in mind that only admin users can benefit from this Pipedrive export data method. Here is what it looks like:

  • Click More (three dots) on the left navigation panel, then select Export data.
1 export data method
  • Select a data entity, then click the format you want to export Pipedrive data in – CSV or Excel.
2 select format pipedrive data export
  • The generation of the export file will start. Once it’s ready, you’ll see a green Download button – click on it to download the file to your device.
3 pipedrive export data file download

The exported file will be available for download for a month. After that, it will expire, and you’ll need to prepare a new export.

Can I export Pipedrive data if I’m not an admin user?

To export Pipedrive data this way, you need to have admin access. Non-admin users cannot benefit from this data export method. If they go More => Export data, they’ll see a history log of exports, like this:

4 history pipedrive exports

So, ask your Pipedrive admin to promote you to admin as follows:

  • Go to Company Settings => Manage Users => Permission sets.
  • Open the Admin set, then click Move users to this set and select the Pipedrive user that needs to have admin access.
admin user pipedrive

If for some reason, your promotion to admin is not possible, then you only have the following option for data export.

Export filter results

This method allows you to export a filtered data set of your data entities from the list view. By default, some data entities, such as leads and organizations, have the list view. For others, you’ll need to switch to the list view.

5 list view
  • Apply a custom or predefined filter you want, for example, All won deals. Then click the three dots in the top right corner and select Export filter results…
6 export filter results
  • Choose the file format for export, XLS, or CSV, and click Export
7 choose file format export
  • The exporting file will start generating, and a download link will be available once it is done. Click Download to download the file to your computer.
8 download export file

The main advantage of this method is that you can get a filtered set of records right away rather than filter them afterward.

The drawback is that you’ll need to perform this workflow repeatedly to get the latest records for this filter. 

Automate data export from Pipedrive on a schedule

Automated data export is a lifesaver if you need to fetch data from Pipedrive every day, every hour, or on another schedule for your reporting or other purposes. To demonstrate how you can schedule exports of data from Pipedrive without any coding, we took the Pipedrive integration by Coupler.io.

Coupler.io is a no-code solution to automate data import from different sources, including Pipedrive, HubSpot, QuickBooks, and others, into Google Sheets, Excel, or BigQuery.  

Here is what the setup flow for the Pipedrive integration looks like:

  • Sign up to Coupler.io – you can do this with your Google or Microsoft account or create a free account with your email. 
  • Click Add new importer and select the source and destination apps. Pipedrive is your source, whereas you can choose between Google Sheets, Excel, and BigQuery as a destination.
9 pipedrive source destination

Source

  • Connect to your Pipedrive account.
  • Select the data entity to export from:
  • Deals
  • Persons
  • Organizations
  • Activities
  • Files
  • Leads
  • Call logs
  • Products

Note: Optionally, you can export the already filtered data set from Pipedrive and specify the columns to export. We show how this works in the next section.

10 pipedrive integration source

Destination

  • Connect to the account of the chosen destination app. 
  • If you export to Google Sheets or Excel, select a file and a sheet to load data. If you export to BigQuery, specify a dataset and a table for your Pipedrive data. Consider that you can create a new sheet or a new table by typing a new name.
11 pipedrive integration destination

Schedule

  • Enable the Automatic data refresh and customize the frequency for your data exports from every month to every 15 minutes.
7 facebook ads export schedule

The final action is to click Save and Run to load your Pipedrive data to your destination. After the import, you can click View Results to check out what it looks like in your destination sheet or table.

12 view results

And here are the results:

exported pipedrive data

Export the filtered Pipedrive data

Pipedrive integration lets you automate exports of data filtered by a preset or custom filter in Pipedrive. For this, enter the ID of your Pipedrive filter in the Filter ID field when setting up the source.

13 filter id pipedrive

How to get the filter ID

  • Apply the preset filter or create a custom one and once the Pipedrive records are filtered, get the Filter ID from the URL – it is a numeral that stands after the slash “/” symbol in a resulting filter URL.
Pipedrive Filter ID

Export versatile data from Pipedrive

Now you know the three core methods of the Pipedrive data export. With all these methods, you can export the following categories of data from Pipedrive:

  • Deals
  • Leads
  • Activities
  • Contacts
  • Organizations
  • Products

Export of Pipedrive notes is only possible with the Export data option or via the Pipedrive API. The latter can be done with a few clicks using the JSON integration by Coupler.io.

Export data from insights 

Exporting the data from your Pipedrive reports differs slightly from a common exporting flow. You can only pull data from the reports that have a table view. Then you need to click Export and select the format for the file – CSV or Excel. 

14 export insights

Coupler.io does not let you export reports from Pipedrive, but it allows you to build custom reports and dashboards based on the exported data. Check out our Pipedrive Dashboard blog post to learn more about this.

Manual vs. automated Pipedrive data export

The choice for the best data export method should rest on your goal. If you do this once a month or a year, it probably does not make any sense in automation. On the other hand, even a monthly export of Pipedrive deals or other data can be automated within a few clicks and a couple of minutes. Then why not? 🙂 Good luck with your data!

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