# Export and import data

From any list, download records as an XLSX or CSV file with the fields you choose, then bring a spreadsheet back in through Import records, with a test before anything is written.

Export and import both start from a list view. Export writes records to a spreadsheet file; import reads a spreadsheet and creates or updates records. The example below uses contacts, but the same entries exist on every list. Export is an access right of its own: administrators have it, other users need it granted (the **Export** right, group **Allowed**, on their user form under **Settings/Users & Companies/Users**). Import needs the right to create records in that app.

## Before you start {#before-you-start}

- Filter the list first: an export follows the current search and grouping.
- For an import, prepare the file in a spreadsheet: one row per record, one column per field, the first row holding the column names. Excel files are recommended; .csv files also work.
- The surest template for an import is an export of the same list made with **I want to update data (import-compatible export)** ticked: its columns match the fields, and its **External ID** column lets you update the same records later.

## Steps {#steps}

1. Open **Contacts/Contacts**; the Contacts list opens. Apply the filters you need.
2. For a quick copy, click **Actions** then **Export All**. An XLSX file with the columns shown in the list, for every record matching the search, downloads at once.
3. To choose the fields, tick the records to export (the box at the start of each row; the box in the header ticks the whole page), then click **Actions** and **Export**.

![The "Export Data" dialog: format, available fields, fields to export and templates.](https://jaah.app/web/image/6809-e836b04d/essentials-export-export_dialog-en.png)

4. In the **Export Data** dialog, choose the **Export Format:** (XLSX or CSV). Find a field under **Available fields** (the **Search** box filters them) and add it with its plus sign (**Select field**); expand a relation (**Show sub-fields**) to reach the fields of a linked record. Reorder the list under **Fields to export** by dragging, or drop a field with its trash icon (**Remove field**). Tick **I want to update data (import-compatible export)** for a file you can import back. To reuse the selection later, open **Template:**, choose **New template**, name it under **Save as:** and save it. Click **Export**; **Close** leaves without exporting.
5. To import, click **Actions** then **Import records**. The **Import a File** screen opens with **Drop or upload a file to import**. Click **Upload Data File** and pick your file (.csv, .xls, .xlsx, .xlsm or .ods), or drop it on the screen.

![The "Import a File" screen before a file is loaded.](https://jaah.app/web/image/6813-4423d49e/essentials-export-import_screen-en.png)

6. Check the mapping: each **File Column** is matched to a field in the **Jaah Field** column; a column marked **To import, select a field...** is ignored unless you pick a field for it; **Preview** shows the first values and **Comments** points out problems. On the side, **Formatting** holds **Use first row as header** and, for CSV files, **Separator:** and **Encoding:**; **Advanced** holds **Track history during import** and **Allow matching with subfields**; **Batch Import** holds **Batch limit** and **Start at line**. **Load Data File** replaces the file.
7. Click **Test**. Nothing is written yet: the result is **Everything seems valid.** or **The file contains blocking errors (see below)** with every error listed. Fix the file or the mapping and test again.
8. Click **Import**. A notification confirms how many records were imported, for example "12 records successfully imported". A large file is loaded in batches; if the import pauses, **Resume** continues it. **Cancel** returns to the list.

!!! warning "Test before you import"
    An import cannot be undone. Run **Test** until it reports **Everything seems valid.**, and keep an export of the list taken before the import.

## Result {#result}

An export gives you a file with exactly the fields you selected, one row per record, in the format you chose. An import creates one record per row; when the file carries an **External ID** column that matches existing records, those records are updated instead of duplicated. Open the list again to check the result.

## FAQ {#faq}

### Why do I not see Export or Export All? {#export-missing}

The export right is missing from your account. Administrators have it; ask one to grant the **Export** right (the **Allowed** group) on your user form. Import does not depend on it.

### Which format should I choose? {#which-format}

XLSX, unless the tool that will read the file only accepts CSV. At import, an XLSX file needs no settings (the screen says **Excel files are recommended as formatting is automatic.**), while a CSV file must have the right **Separator:** and **Encoding:** chosen under **Formatting**.

### How do I update existing records instead of creating duplicates? {#update-existing}

Export them with **I want to update data (import-compatible export)** ticked, edit the file without touching the **External ID** column, and import it: each row updates the record its External ID points to.

### Can I undo an import? {#undo-import}

No. Use **Test** first, try a small file, and keep the export you made before changing anything. Records created by mistake have to be deleted or archived by hand.

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- Source: https://jaah.app/docs/essentials/export-and-import-data
- Updated: 2026-10-13
- Version: Essentials 19.0.2.0.5
- Verified: 2026-10-13