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 SFTP server. We use automations for this purpose. This article explains step by step how to schedule an export.
Exporting a view to an SFTP server
Create your own export definition in an automation
Exporting a view and saving it as a file in Tribe
1. Export a view to an SFTP server
Navigate to the desired entity, such as subscriptions.
Create a new automation containing a time interval, such as weekly/monthly/etc. Enter the desired settings.
Add the Upload file in SFTP server action.
Enter the necessary details such as, Host/port/etc.
Click the pen behind File and click Export query to file.
Upload to SFTP - Tribe CRM
In the fields picker, select the entity you want to export, e.g. subscription and close the screen.
Under Use view, select the appropriate view.
Upload to SFTP - Tribe CRM
The fields from the view are now automatically added once. The filter in the view is also added to the query.
Note that when using 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 SFTP - Tribe CRM
Change the default name of the file if necessary and save the automation. The export will be performed at the desired time.
2. Create your own export definition in an automation
Besides exporting an existing view, it is also possible to define the desired columns in the automation.
Repeat steps 1 to 5 of the above description.
Add a filter if necessary.
Define the fields to be exported by clicking the +field button.
Scheduled export - Tribe CRM
Then click the pen at the Value column > select the appropriate field.
In the Name column, enter the name of the column as it should be shown in the export.
Scheduled export - Tribe CRM
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
In addition to exporting to an SFTP site, it is also possible to automatically create a file and link it to an entity (e.g. your own organisation) in Tribe.
Navigate to the desired entity, such as subscriptions.
Create a new automation containing a time interval, such as weekly/monthly/etc. Enter the desired settings.
Add the Create Record action.
In the fields picker, select the entity Attachment.
Note: The system has to search through all records in Tribe here. This can take a long time. If you do not see the desired record immediately, use the advanced search option below the loop. Using the filter function, you can create the path to the correct record. See screenshots below.
Click on the pen behind file.
Select Export query to file.
In the fields picker, select the entity from which you want to export.
Add a filter if necessary.
Select a view or manually add the appropriate fields, as described in previous sections.
Save your automation. The .csv file will be appended to the timeline of the selected record.