# Data Import and Export

> Bring CSV or Excel data into Workstation and export records to CSV or Excel.

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

Set up [Properties](https://workstation.repzo.com/docs/administration/properties) and [Pipelines](https://workstation.repzo.com/docs/sales/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](https://workstation.repzo.com/docs/sales/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

The import wizard has four steps: **Upload**, **Map Fields**, **Validate**, and **Import**.

### 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

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

Click **Validate**. Workstation checks every row against your [validation rules](https://workstation.repzo.com/docs/administration/validations) 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

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

1. Open the **Export** tab.
2. Choose a module and a file format: **CSV (.csv)** or **Excel (.xlsx)**.
3. Select the columns to export, including custom properties.
4. 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

**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](https://workstation.repzo.com/docs/administration/sandboxes), not alongside real customer data.

## Imports and exports from the API

The [public API and CLI](https://workstation.repzo.com/docs/configuration/developer-api) can check import job status and create scheduled exports. File uploads and column mapping stay in this screen.

## Related documentation

- [Properties](https://workstation.repzo.com/docs/administration/properties)
- [Data Validation](https://workstation.repzo.com/docs/administration/validations)
- [Pipelines and Stages](https://workstation.repzo.com/docs/sales/pipelines)
- [CRM Setup](https://workstation.repzo.com/docs/sales/crm-setup)
- [Settings](https://workstation.repzo.com/docs/administration/settings)