Can I create a scheduled export of a view?

When you want to export data through Tribe CRM, you use list views. A user, depending on their rights, can manually export a view. If you are an administrator, you can also schedule an export for an automatic export to a file within Tribe or an upload to an FTP server. We use automations for this purpose. This article explains step by step how to schedule an export.

1. Exporting a view to an FTP server
2. Creating your own export definition in an automation
3. Exporting a view and saving it as a file in Tribe

1. Exporting a view to an FTP server

1. Navigate to the desired entity, such as subscriptions.
2. Create a new automation containing a time interval, such as weekly/monthly/etc. Enter the desired settings.
3. Add the Upload file in FTP server action

Upload to FTP – Tribe CRM

4. Enter the necessary details such as, Host/port/etc.
5. Click the pen behind File and click Export query to file.

Upload to FTP – Tribe CRM

6. In the picker fields, select the entity you want to export, e.g. subscription, and close the screen.
7. Under Use view, select the appropriate view.

Upload to FTP – Tribe CRM

8. The fields from the view are now added automatically once. The filter in the view is also added to the query.

Note that when you use a view, the columns are retrieved once. The chosen view is not saved in the automation. The columns are also automatically updated if you switch views. So always save your automation after switching views.

Upload to FTP – Tribe CRM

9. Adjust the default name of the file if necessary and save the automation. The export will be executed at the desired time.

2. Creating your own export definition in an automation

Besides exporting an existing view, it is also possible to define the desired columns in automation.

1. Repeat steps 1 to 5 of the above description.
2. Add a filter if necessary.
3. Define the fields to be exported by clicking the +field

Scheduled export – Tribe CRM

4. Then click on the pen near the value column > select the correct field.
5. In the Name column, enter the name of the column as it should be shown in the export.

Scheduled export – Tribe CRM

6. Repeat these steps for all fields in the export and save the automation.

3. Exporting a view and saving it as a file in Tribe

Besides exporting to an FTP site, it is also possible to automatically create a file and link it to an entity (e.g. one’s own organisation) in Tribe.

1. Navigate to the desired entity, such as subscriptions.
2. Create a new automation containing a time interval, such as weekly/monthly/etc. Enter the desired settings.
3. Add the Create Record
4. In the fields picker, select the entity

Note: The system has to search through all records in Tribe. This can take a long time. If you don’t see the desired record immediately, use the advanced search option below the run. Using the filter function, you can create the path to the correct record. See the screenshots below.

5. Click on the pen behind
6. Select Export query to file.
7. In the picker fields, select the entity you want to export from.
8. Add a filter if necessary.
9. Select a view or manually add the appropriate fields, as described in previous sections.
10. Save your automation. The .csv file will be appended to the timeline of the selected record.