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Pipedrive Export Notes: All Options Explained

Pipedrive users can export miscellaneous data about their pipelines, including deals, contacts, activities, etc. Notes may also contain valuable information, so it makes sense to export them for different purposes. Is this possible, or should you find a workaround to get this type of data out of Pipedrive? Read on to figure it out. 

Can you export notes from Pipedrive?

Yes, you can export all Pipedrive notes or the notes that are grouped by ‘add time’ using the Export data functionality as a CSV or Excel file. This method is only available for Pipedrive users with admin permission. 

If you don’t have this level of access, then you can get information about notes using the Pipedrive API. This won’t require any specific tech skills, and we’ll explain how this works without any coding. 

How to export deal notes in Pipedrive

  • On the left navigation panel of your Pipedrive main page, click More (three dots) then select Export data
1 export data method
  • You’ll see all the data entities you can export including leads, deals, notes, etc. Click on Notes and specify the ‘from’ and ‘until’ dates to narrow down the records with notes to be exported. If you want all notes from Pipedrive, clear these fields. After that, select the format you want to export your Pipedrive notes in CSV or Excel.
2 export notes pipedrive
  • The export will start generating a file with your data. Once it’s ready, click on the green Download button to load your file to your computer.
3 click download pipedrive notes

The button will be active for a month meaning that you’ll be able to download this file at any time during this period. 

What do Pipedrive exported notes look like?

Here is an Excel workbook with the information of notes that we exported from Pipedrive:

4 pipedrive notes exported excel

In our case, we have 13 columns including Organization, Contact person, Deal title, Lead, and others. The Content column displays the text or text+HTML of your notes. For example, a note in Pipedrive formatted this way:

5 pipedrive note example

would appear in your spreadsheet as follows:

<b>What a wonderful note I created!</b><div><b><br></b></div><div><b><i>It has Bold and Italics</i></b></div><div><b><i><br></i></b></div><div><b><u>And I've also added a <a href="https://blog.coupler.io/" target="_blank">hyperlink to our blog</a>.</u></b></div>

Can you export notes from Pipedrive without admin access?

In Pipedrive, the export notes functionality is only available for users with admin permission. To obtain those privileges, your Pipedrive admin needs to promote you as follows: 

  • Go to Company Settings => Manage Users => Permission sets.
  • Open the Admin set, then click Move users to this set and select a user – you :).
admin user pipedrive

If your Pipedrive admin rejects your promotion, you can always bribe them :D, but we don’t recommend doing this. Instead, you can retrieve information about your notes using the Pipedrive API. 

An alternative way to export notes in Pipedrive

The alternative approach to export Pipedrive notes allows you to automate this process on a schedule you choose. This guarantees that you always have fresh data in your spreadsheet and don’t need to create manual exports. 

This approach involves connecting to the Pipedrive API, but it also doesn’t require any coding thanks to Coupler.io JSON integration. 

Coupler.io is a data importing tool to automate data flow from multiple apps to Google Sheets, Excel, or BigQuery.

Let’s see how it works. 

  • Sign up to Coupler.io – you can do this with your Google or Microsoft account, or create an account using your email address.
  • Click Add importer and select the apps to connect:
    • Source – JSON
    • Destination – choose Google Sheets, Excel, or BigQuery
6 source and destination json pipedrive

Source

  • Insert the following URL to the JSON URL field:
https://{companydomain}.pipedrive.com/api/v1/notes?api_token={your-api-token}
  • {companydomain} – replace with your company domain. You can find it in the URL:
8 pipedrive company domain
  • {your-api-token} – replace with your API token. You can find your API token in Settings => Personal preferences => API
9 pipedrive api token
  • Specify the data string as the Path parameter of the Advanced settings:
7.2 path parameter

Here is what the source configuration may look like:

7.1 pipedrive api source notes

Destination

Connect to your Google or Microsoft account, depending on the destination app you picked earlier, then select a file and a sheet to load your notes from Pipedrive. If you load data to BigQuery, you’ll need to connect your BigQuery project and select a dataset and table to load data. You can create a new sheet (or dataset+table for BigQuery) by typing a new name.

10 pipedrive api destination notes

You can export Pipedrive notes right away by clicking Save and Run.

11 save and run

If you want to have fresh data from Pipedrive notes in your spreadsheet, it’s better to automate exports of this data on a schedule. You can do this by enabling Automatic data refresh and setting the desired frequency. For example, you could fetch the most recent information every morning at 8 AM.

8 shopify import schedule

Here is what the exported Pipedrive notes look like:

12 exported pipedrive notes google sheets

You’ll get more columns compared to the native Export data method. If some of these are not necessary, you can export only the columns you need by specifying them in the Columns field of the Source advanced settings. For example:

13 columns parameter

And there you go!

13.1 columns parameter results

Pipedrive export notes from a contact

Above we introduced the way to retrieve all notes from Pipedrive. However, the Pipedrive API also allows you to narrow down your export to notes from a specific contact, deal, lead, or organization. For this, you need to specify the ID of a data entity as a query parameter to your request to the Pipedrive API. Here is how it works in the example of exporting notes of a contact.

To export information about notes of a specific contact, you need to specify the ID of this contact. The JSON integration by Coupler.io provides a separate field for this.

person_id: {contact-ID}
14 query parameter pipedrive contact

Or, you can simply attach this string (slightly modified) to the JSON URL as follows, leaving the URL query parameters empty:

https://{companydomain}.pipedrive.com/api/v1/notes?person_id={contact-ID}&amp;api_token={your-api-token}

The same logic works if you want to export notes of a specific lead, deal, or organization. For more on this, check out the Pipedrive API documentation

How to find a Pipedrive contact ID?

Open a contact – you will find the ID in the URL.

15 pipedrive contact id

How to export Pipedrive notes from an activity

You can get information about notes of specific activities within the activities data exported from Pipedrive. This can be done in the following ways:

  • Export data function to manually export information about activities grouped by Due date, Marked as done time, Date added, and Date of last update. 
16.1 export activities

The flow is basically the same as exporting Notes, but you’ll need to choose Activities instead. As a result, you’ll get an Excel or CSV file with the records about activities, including the Note column.

16.2 export activities
  • Pipedrive integration by Coupler.io is a way to manually or automatically export information about activities to Google Sheets, Excel, or BigQuery. In our Pipedrive Export Data blog post, we explained how you can set up Pipedrive integration for different data entities. 
16.3 export activities

As a result of the export, you’ll get the information about your activities, including the note column, from Pipedrive to Excel, Google Sheets, or BigQuery.

16.4 export activities

Do you need to export Pipedrive notes often?

If you need to pull the information about notes once a month or more rarely, then the native Export data function is what you need. But what if you need this data to be exported more frequently, for example, every day? Then Coupler.io will let you do this by connecting to the Pipedrive API with no coding.
And if you think that the Pipedrive integration should support Notes as an additional data entity, let us know about this by filling out this form. Coupler.io constantly develops and evolves, and your vote will be considered when planning future updates. Good luck with your data!

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