What This Feature Does
Exporting data allows you to extract project, company, and contact information to use in your CRM, create mailing lists, build email campaigns, generate call lists, and distribute leads to your sales teams. You have complete control over what data you export and how it's structured.
Where to Export From
Main Export Page - Access from the top navigation to see all historical exports. From here you can:
View all previous exports
Copy existing exports
Re-run past exports
Delete old exports
Start new exports using saved searches
Search Results Page - After running a search, click the Export button in the top right corner to export those specific results
Pipeline - Export projects or companies from your pipeline (must be done separately)
How Exports Are Structured
Think of exports as row-by-row data:
Each row represents a project
If a project has companies attached, additional rows list each company
If companies have contacts, additional rows list each contact
Example: One project with 2 companies, and 2 contacts at each company = 9 rows total
1 row for the project
4 rows for companies (2 companies × 2 contacts each)
4 rows for contact details
If you only want project information (no companies or contacts), that's just 1 row. If you want companies but no contacts, that's 3 rows.
Creating an Export
Step 1: Name Your Export
Enter a descriptive name so you can easily identify it later.
Step 2: Select Your Data Source
The export will automatically use your current search or pipeline selection.
Step 3: Choose Your Fields
You'll see three levels of information available:
Project Data - Project details, values, stages, locations, etc.
Company Data - Company names, roles, addresses, etc.
Contact Data - Names, phone numbers, email addresses, job titles, etc.
Click Add next to each field you want to include. Selected fields appear on the left side of the screen.
Using Templates
Choose from standard templates:
Mail Merge - Optimised for postal campaigns
Contact Email Merge - Pre-configured for email campaigns
Call List - Phone numbers and key contact details
Standard - Common fields for general use
Or create your own custom template and save it for future use by selecting Save Template.
Refining Your Export
Once you've selected your fields, you can filter what gets exported:
Filter by Company Role
Only export specific company types (e.g., architects only). This removes all other roles from the export.
Exclude Companies with Missing Data
No contact details
No phone numbers
No email addresses
Respect TPS (Telephone Preference Service)
Exclude contacts registered with TPS to stay compliant with marketing regulations.
Avoid Duplicate Contact
This is crucial for large-scale exports. Exclude projects, companies, or contacts based on previous contact:
Phoned - Exclude if contacted by phone in the last X days
Emailed - Exclude if emailed in the last X days
Mailed - Exclude if sent postal mail in the last X days
Example: "Exclude all projects I phoned in the last 3-7 days" prevents you from contacting the same leads too frequently.
Tracking Contact History
When you run an export, you can mark the included records as contacted:
Mark as Phoned - Log that you're calling this list
Mark as Emailed - Log that you're emailing this list
Mark as Mailed - Log that you're posting to this list
Don't Track - Export without logging any contact
This tracking integrates with the exclusion filters above, so future exports can automatically skip recently contacted leads.
Running the Export
Review your settings
Select contact tracking preference
Click Export
A CSV file will generate and download to your computer
Your export will also appear in your export history for future reference.
Exporting from Pipeline
Navigate to your Pipeline and click the export button. You can export:
All projects in a specific pipeline stage
All companies in a specific pipeline stage
Your entire pipeline
Projects and companies must be exported separately.
Key Benefits
Customisable - Choose exactly which fields you need
Reusable - Save templates for repeated use
Contact tracking - Avoid over-contacting leads
Compliant - Respect TPS and data preferences
Flexible - Export from searches, pipelines, or saved searches
Historical record - Access past exports anytime
Pro Tip
Create and save multiple export templates for different purposes:
One for cold calling with phone numbers and key project details
One for email campaigns with email addresses and company information
One for CRM imports with all fields included
This saves time when running regular exports for your sales team.