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Your data in VGraple CRM is yours to take: contacts, leads, broadcast results and analytics export to CSV from the app, and the REST API pages through the same records for scripted exports. This guide lists each export, what it contains, who can run it and where it is recorded.
Before you start
- Exports need the relevant permission: Owner and Admin roles export everything; Supervisors export leads and broadcast reports; custom roles export the modules set to full.
- Every export is recorded in the audit log with the actor and time.
Contacts
- Open Contacts, apply any filters or pick a segment.
- Click Export. A CSV downloads with name, phone (international format), email, tags, custom fields, marketing and service consent with source and date, lead stage where present, and created and last activity timestamps.
- Use the same file format for re-import; the CSV import guide shows the columns.
Leads
- Open Leads, apply filters (pipeline, stage, source, owner, date, score).
- Click Export, choose the columns, and download. The export respects the filters and includes pipeline, stage, value, source, campaign and ad references, owner, score and custom fields.
Broadcast reports
- Open a broadcast and click Export on the report.
- The CSV lists every recipient with name, phone, status (sent, delivered, read, replied, failed, held, suppressed), the failure or suppression reason with Meta's error code, sent and reply times and retry count. It does not include revenue or clicks, which are reported on screen.
Analytics
Charts on the Analytics page (Starter and above) offer CSV downloads of the underlying series: conversations, response times, agent performance, sources and revenue.
Conversations and messages
There is no bulk conversation export in the app today. For a single conversation, open it on the web, use the browser's print to PDF for a readable copy, or export the contact to carry the metadata. For a migration or a legal request that needs message history in bulk, open a support thread; the team can produce a per-contact export of messages with timestamps and direction for your organisation, within the retention period in the DPA. Scripted access is available now through GET /api/v1/messages, which pages through messages by direction and date and is the practical route for large histories.
Preparing an export for another tool
Most CRMs import a CSV with a phone column in international format, a name, an email and free tags. VGraple CRM's contacts export already matches that shape; rename headers if the target tool expects different names, and keep the consent columns so the next tool knows who agreed to marketing and when. For leads, export with the pipeline and stage columns so the board can be rebuilt, and with the source and campaign columns so attribution history survives. Re-importing into VGraple CRM later uses the same file, and duplicates are matched by phone number.
Templates, flows and settings
Templates are Meta objects: their text, buttons and media samples are visible on the Templates page and can be copied, and the approved versions also exist in Meta's WhatsApp Manager under your WABA, where they stay when you leave. Flows and automation rules are shown on their editor pages; there is no file export, so document the logic with screenshots if you plan to rebuild it elsewhere. Settings pages can be printed. Broadcast history stays reachable from the Campaigns list, and each campaign's report exports as described above.
Keeping exports safe
An export is a plain CSV of customer personal data. Download it to a device you control, store it encrypted or inside a password manager's file vault, delete it once it has served its purpose, and never send it over WhatsApp or email in the clear. The audit log records who exported what and when, which is the trail an auditor will ask for.
Scripted exports through the API
GET /api/v1/contacts, GET /api/v1/leads and GET /api/v1/messages page through records with an API key (Owner-created). The REST API quickstart shows the calls; the rate limit is 600 requests per key per hour.
Settings and options
| Export | Who | Format | Logged as |
|---|---|---|---|
| Contacts | Owner, Admin, full custom role | CSV, UTF-8 | export in the audit log |
| Leads | Owner, Admin, Supervisor | CSV with chosen columns | export.leads |
| Broadcast report | Owner, Admin, Supervisor | CSV per recipient | broadcast.export |
| Emails (contact email list) | Owner, Admin | CSV | export.emails |
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| Export button is missing | Role lacks the permission | Ask an Owner or Admin |
| Phone numbers lose the leading digits in Excel | Excel converts them to numbers | Import the CSV as text, or open in Google Sheets |
| Non-Latin names show as symbols | The file was opened without UTF-8 | Choose UTF-8 when importing into Excel |
| A very large export times out | Tens of thousands of rows in one go | Filter into smaller sets, or page through the API |
Leaving VGraple CRM
If you move to another tool, export contacts, leads and broadcast reports as above, keep your templates' text from the Templates page, and disconnect the WhatsApp channel; the number and WABA remain yours in Meta Business Manager. The delete account guide covers what happens to the data afterwards.
Exports are a normal part of running the account, not an exception: a monthly contacts export kept in your own backup, a leads export at the end of each quarter for the sales review, and the broadcast report after any campaign that mattered. The audit log will show the pattern, which is exactly what an auditor wants to see: regular, permissioned, purposeful.