Data Backup

Requesting Data Backup

The Request Data Backup feature allows users with Administrator privileges to take a complete backup of the CRM data.

Availability

Profile Permission Required: Users under the Administrator profile can access this feature.

Data Backup Guidelines

  • On successful payment, the data backup will take approximately an hour to one day. The data will be uploaded to the Secured Zoho CRM - File Server and a notification email with the download link will be sent to the CRM Administrator.
  • The administrator needs to click on the link in the email to download the files. The user must be signed in to the Zoho CRM account in order to download the data from the link in the email.
  • It is recommended to use the link and download the files within 48 hours.
 Request data backup

Request a Data Backup

You can send a one-time backup request or schedule a weekly, biweekly or monthly data backup. You will be charged $10 (USD) for every backup. In the Paid Editions, you get 2 free data backups per month. For example, if you have requested to get data backup every week, then of the 4 data backup for a month, you will be charged $20 USD (2 free backups and 2 paid).

To request a data backup

  1. Sign in to your Zoho CRM account with the Administrator privileges.
  2. Click Settings > Setup > Data Administration > Export > Data Backup.
  3. In the Data Backup page, select the Backup Starts on date.
  4. Select an option from the Repeats drop-down list:
    • None: There will be no subsequent backups scheduled.
    • Weekly: Specify the details to schedule a weekly backup.
    • Every 2 Weeks: Specify the details to schedule data backup every 2 weeks.
    • Monthly: Specify the details to schedule a monthly backup.
  5. Click Submit.
  6. In the Credit Card information page, do the following:
    • Enter the Street Address and the Zip/Postal Code in the respective boxes.
    • Select the Country from the list.
    • Enter the State and the Phone number in the respective lists.
    • Select the Card Type from the list. ( Visa, for example)
    • Enter the Card number and the Card verification number (CVV) in the respective boxes.
    • Select the date, month, and year from the Card expires on lists to specify the card expiration details.
    • Select the check box to agree to the terms of service, privacy policy, and anti-spam policy.
    • Click Update.
      Note, that the 'Update' button will be enabled only after you select the check box.
      Your request for manual data backup will be processed and a notification email with the download link will be sent to your Email ID.

Note

  • The Data Backup is applicable for the following modules in Zoho CRM.
    UsersDealsCampaign Lead MembersLine items of Quotes
    LeadsDeals Stage HistoryCampaign Contact Members Line items of Invoices
    ContactsCampaignsQuotesLine items of Purchase Orders
    AccountsProductsInvoicesLine items of Sales Orders
    Price BooksCasesSales OrdersTasks
    ForecastsVendorsPurchase OrdersEvents
    Invitees of EventsCallsNotesSolutions
    Custom Modules created by the user (Custom Modules created by any integration are not covered)Attachments of the all the above said modules (Doesn't include Lead/Contact/User/Company Photo, Documents)Contact Roles-

Cancel Data Backup Schedule

When you have a data backup scheduled, you can cancel the schedule in just a click.

To cancel data backup schedule

  1. Sign in to your Zoho CRM account with the Administrator's privilege.
  2. Click Settings > Setup > Data Administration > Data Backup.
  3. In the Data Backup page, click Stop Next Backup.

File Format:

The exported CRM data will be in.CSV format, compressed in a single archived (*.ZIP) file. You can open the file in Text Editor or in spreadsheet program.

Listed below are the steps to open the CSV file in Microsoft Excel:

For Microsoft Excel 2007 users:

  1. Open Microsoft Excel.
  2. On the Data tab, select From Text, from the 'Get External Data' section.
  3. In the Import Text File dialog box, select the exported CSV file, and then click Import.
  4. In the Text Import wizard dialog box, specify the following:
    • File type: Choose the file type as "Delimited".
    • File Origin: Select the file origin as " Unicode(UTF-8) ", and then click Next.
    • Delimiters: Select the delimiter as " Comma ", and then click Finish.
      You will be prompted to select the range of cells.
  5. Select the range of cells and the corresponding CRM data will be imported in the spreadsheet.

For Microsoft Excel 2003users:

  1. Open Microsoft Excel.
  2. Click the Data tab and select the option Import External Data.
  3. In the Import Text File dialog-box, select the exported CSV file, and then click Import.
  4. In the Text Import Wizard dialog box, specify the following:
    • File type: Choose the file type as "Delimited".
    • File Origin: Select the file origin as "Unicode(UTF-8) ", and then click Next.
    • Delimiters: Select the delimiter as "Comma ", and then click Finish.
      You will be prompted to select the range of cells.
  5. Select the range of cells and the corresponding CRM data will be imported in the spreadsheet.

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