Data Import and Export
Use Settings → General → Import / Export to move data in and out of Workstation. The page has two tabs: Import and Export. Both run in the background, so you can keep working while a large file is processed.
You need the matching Data management permission to import or export.
Before you import
Section titled “Before you import”Set up Properties and Pipelines first. Mapping targets, option values, and stages should be stable before a large import, otherwise rows can fail or land in the wrong place. See CRM Setup for the recommended order.
You can import into:
- Contacts
- Accounts
- Deals
- Activities
- Tickets
- Products
- Services
- Appointments
Files must be CSV, XLS, or XLSX, with a header row and at least one data row.
Import a file
Section titled “Import a file”The import wizard has four steps: Upload, Map Fields, Validate, and Import.
1. Upload
Section titled “1. Upload”Choose a module under Select Module, then upload your file. Some modules ask for more before you continue:
- Deals need a pipeline and stage for the imported deals.
- Appointments need a Location, because calendar exports don’t include one.
- Products and Services let you choose Category matching: match existing categories and create missing ones, match only and fail the row, or match only and leave the category blank.
2. Map fields
Section titled “2. Map fields”Match each column in your file to a Workstation field, including custom properties. Choose Do not import for columns you want to skip. The Sample Data column shows values from your file so you can check each match.
Pick an Update Strategy:
| Strategy | What it does |
|---|---|
| Create new records only | Adds every row as a new record |
| Create or update existing | Updates a record when it matches, otherwise creates one |
| Replace existing records | Overwrites matching records with the file’s values |
For update strategies, choose Match records by to tell Workstation which field identifies an existing record, such as email. For accounts, company domain is the default match key. It is taken from a mapped domain, website, or work email, and also prevents duplicate accounts in create-only imports.
3. Validate
Section titled “3. Validate”Click Validate. Workstation checks every row against your validation rules before anything is saved and shows Total Rows, Valid Rows, Rows with Errors, the issues found, and a data preview. Fix the file and upload again, or continue: invalid rows are skipped and valid rows are imported.
4. Import
Section titled “4. Import”Click Start Import. Progress shows Created, Updated, Skipped, Duplicates, and Failed counts. Click Run in Background to close the wizard while it finishes.
Recent Import Jobs lists past imports with their results. You can reopen a job’s configuration or delete it.
Export data
Section titled “Export data”- Open the Export tab.
- Choose a module and a file format: CSV (.csv) or Excel (.xlsx).
- Select the columns to export, including custom properties.
- Start the export.
When the file is ready, download it from Recent Export Jobs. Export files are kept for 7 days. One export can include up to 100,000 rows.
You can export contacts, accounts, deals, activities, tickets, products, services, appointments, invoices, payments, price offers, projects, orders, listings, subscriptions, campaigns, and requests. Accounting journal entries are available to people who can open the books.
Exports follow your record visibility, so you only export records you can see.
Demo data
Section titled “Demo data”Generate Demo Data creates sample accounts, contacts, deals, and activities tailored to your industry. Use it to explore Workstation in a new workspace or a sandbox, not alongside real customer data.
Imports and exports from the API
Section titled “Imports and exports from the API”The public API and CLI can check import job status and create scheduled exports. File uploads and column mapping stay in this screen.