How To Back Up Your ClientLook CRM Data

How To Back Up Your ClientLook CRM Data

Keeping your commercial real estate software data in the cloud makes sense. It’s available anywhere and you don’t need to worry about doing your own regular backups. Everything is safely stored online and off-site.

Keep Your Data In The Cloud

The ClientLook commercial real estate CRM is hosted on servers located within IBM’s state-of-the-art data center in Dallas, Texas (USA). Your data is also backed up offsite for the sake of redundancy. But if you’re one of those people who prefers to keep a local copy of your data “just in case”, here’s how to back up ClientLook to your hard drive.

Bulk Data Export

You can export from all the list views in ClientLook. Contacts, companies, deals, properties, listings and comps can all be exported to Excel. These exports all the standard ClientLook fields as well as any custom fields in your account.

To export from any module perform the following steps:

Open the contacts, companies, deals, properties listings or comps module.

Within a list view chose the “All [records]” option from the “Show” menu. For example, in the Contacts list, choose “All contacts”. This ensures that your list includes all records shared with you.

How To Back Up Your ClientLook CRM Data_1

In the shaded header at the top of your list, check the unlabeled checkbox to select all of the records shown on all of the pages that make up the list.

How To Back Up Your ClientLook CRM Data_2

Lastly, click the “Export” button in the upper right side of the page. Save your data in either Excel format or CSV (comma separated values). Either option can be opened by any standard spreadsheet software. Save the downloaded file wherever you choose.

Exporting Updates

You work hard to log the outcome of your activities and tasks. You’ve probably connected thousands of emails to your ClientLook contacts and deals as well. This data can be exported in one complete chronological summary that includes links to all of your attached files.

To export updates just follow these steps:

Open the Scoop module from the main menu.

Select the your name from the selection box at the upper left side of the page. This displays all updates created by you. Chose “All dates” to include everything you have entered in ClientLook since you first started using the system.

How To Back Up Your ClientLook CRM Data_3

Choose “Export” from the “Options” menu. Save your data in either Excel format or CSV (comma separated values). Either option can be opened by any standard spreadsheet software. Save the downloaded file wherever you choose.

How To Back Up Your ClientLook CRM Data_4

Activity Exports

ClientLook tracks all your tasks and events. These activities can be related to contacts, deals and properties.

To export your tasks follow these steps:

Open the “Activities” module from the main menu.

Select the “Tasks” tab and choose “All open” from the pick-list that appears.

How To Back Up Your ClientLook CRM Data_5

Choose “Export data” from the “Options” menu to create an archive spreadsheet of your tasks.

How To Back Up Your ClientLook CRM Data_6

Calendar events don’t export quite the same way. Most ClientLook users sync their events in real-time with Google Calendar. This means all your appointments are already backed up in Google and your mobile device(s).

Restricting Exports

You may not want everyone associated with your ClientLook account to be able to export. As a rule, only those users in your account with a User Type of “Administrator” are allowed to export. If you’re attempting to follow any of the steps above, but discover that you’re missing critical menu items then contact your database Administrator. You’re probably setup as a “Standard” user. You’ll need your User Type upgraded, or someone else will have to perform these exports for you.

Rest assured that your data is safe in ClientLook. Hopefully you find this overview useful if you want to go the extra mile and keep local copies of your data though.

If you’re not a current ClientLook subscriber, schedule a demo today. Already a ClientLook subscriber? Request a free Success Audit to make sure you’re getting the most out of our features.

 

 

About the Author

Chuck Cutler, MICP

Vice President, Customer Support

Leave a Reply

Your email address will not be published. Required fields are marked *

This site uses Akismet to reduce spam. Learn how your comment data is processed.