Import, export, and recovery¶

The data administration controls move records in and out of the workspace and recover what was removed. Each one is permission-gated and each one is observable afterwards, so treat them as governed operations rather than conveniences.

You need the corresponding data administration permission. If a card described here is absent from Administration, ask a CRM administrator.

Import records¶

Data import brings records in from a spreadsheet with field mapping, validation, and duplicate checks.

1. Prepare the file with one row per record and a header row you can map.
2. Open Administration → Data import and map each column to a field.
3. Run the validation the import offers and read every reported problem.
4. Import a small batch first, then open several of the created records.
5. Import the remainder once the sample is right.

Importing skips the judgment a person applies when creating a record by hand, so duplicates and half-filled records arrive at scale. Decide before you import which field identifies an existing record, and agree who owns the mess if the mapping is wrong.

Export records¶

Data export returns only the record types and rows the operator running it may access. An export is recorded as a data-access event and can be reviewed later under the Data access log.

Export the narrowest set that answers the question. A file that leaves the CRM is no longer governed by CRM permissions.

Recover a removed record¶

Recycle bin lists records removed through the normal document lifecycle and can restore them.

Not everything is recoverable. Yukon's permanent deletion paths — deleting a contact permanently, or purging an organization with the people filed under it — are irreversible by design and ask for a typed confirmation for that reason. Those actions leave nothing for the recycle bin to return.

Backups¶

Backups lists downloadable backups and can request a new protected file backup. A backup is a whole-workspace safety net for disaster recovery, not a way to retrieve one deleted record — reach for the recycle bin first.

Keeping records clean day to day¶

Duplicate people and companies are handled inside the records themselves, not here. See contacts and organizations for merging, marking inactive, and permanent deletion, including which permission each action requires.

As an administrator, your part is deciding who holds those permissions. Review delete rights in users, roles, and access, and keep permanent deletion with the small number of people who can be asked to justify it.