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. 

A simple way to export notes in Pipedrive automatically

We start with the most convenient method, that allows you to export Pipedrive notes automatically on a schedule. So, for example, you can get an auto-updating spreadsheet that always contains the latest notes exported from Pipedrive. Automating this process is very easy, and you don’t need any tech knowledge for this. With the right tool, you can do this is in just several minutes. 

In our example, we explain how to export Pipedrive notes with the help of Coupler.io – a popular data analytics and integration platform. It’s often used for automating reporting and streamlining data flows. Besides Pipedrive, Coupler.io can extract data from 70+ other business apps and send it to spreadsheets, data viz tools, and data warehouses.

 if you need to export notes often, it’s a great option. Doing this manually again and again is time-consuming and inefficient. Apart from that, you can use Coupler.io to export other data from Pipedrive and create self-updating reports and dashboards.

Let’s see how to do this.

1. Extract your data automatically

First, sign up for Coupler.io ((no credit card required, free trial availiable). Select JSON as a data source and choose a destination that suits you best. It can be Google Sheets, Excel, BigQuery, Looker Studio, or Power BI. In our example, we’ll export notes from Pipedrive to Google Sheets.

• 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:

• {your-api-token} – replace with your API token. You can find your API token in Settings => Personal preferences => API

• Specify the data string as the Path parameter of the Advanced settings:

2. Preview and transform your data

In the next step, you can preview data that is about to be exported:

• Rearrange and rename columns
• Hide columns you don’t need and add new ones
• Combine data from several accounts

Then, follow the instructions to connect your destination app and specify where to load your notes from Pipedrive.

3. Schedule updates and manage your data

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.

Then, save and run the importer.

Here is what the exported Pipedrive notes look like:

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}

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}&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. 

Alternatively, you can apply filters in the Preview and Transform step and filter out notes for a specific contact or organization.

How to find a Pipedrive contact ID?

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

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:

• 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. Basically, the steps are similar to the ones described in the section above for the JSON importer, but you need to select Pipedrive as a source and Activities as a data type to extract.

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.

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

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.

Bonus tip: visualize Pipedrive data instantly with a free template

Although data visualization might be not so necessary for notes, it can be useful for other data you collect in Pipedrive.

Here are two automated templates for Pipedrive. You can use them to get a copy of such dashboards with your data literally in minutes. You will only need to plug in your Pipedrive account and connect to Looker Studio, where the dashboards are built. 

• Pipedrive CRM Dashboard
• Pipedrive Sales Dashboard

Click the Readme tab of the selected template to see how to use it.

How to export deal notes in Pipedrive manually with native functionality

• On the left navigation panel of your Pipedrive main page, click More (three dots) then select Export data. 

• 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.

• 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.

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:

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:

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 :).

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. We already explained how to do this at the beginning of the article, so just jump back for details.

Streamline your data analytics & reporting with Coupler.io!

Coupler.io is an all-in-one data analytics and automation platform designed to close the gap between getting data and using its full potential. Gather, transform, understand, and act on data to make better decisions and drive your business forward!

• Save hours of your time on data analytics by integrating business applications with data warehouses, data visualization tools, or spreadsheets. Enjoy 200+ available integrations!
• Preview, transform, and filter your data before sending it to the destination. Get excited about how easy data analytics can be.
• Access data that is always up to date by enabling refreshing data on a schedule as often as every 15 minutes.
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• Easily track and improve your business metrics by creating live dashboards on your own or with the help of our experts.

Try Coupler.io today at no cost with a 14-day free trial (no credit card required), and join 700,000+ happy users to accelerate growth with data-driven decisions.

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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!