Exporting a Record

Exporting means rendering a record’s data through one of its templates and downloading the result. The output is a ready-to-use file — a contract, an invoice, a media plan, a pitch deck — with every placeholder filled from the record’s fields.

Because templates attach to entity types rather than to documents alone, the same action is available wherever templates have been set up: on a document, a deal, a counterparty, a directory record.

How to export

Open the record and choose Export.

The system lists the templates available for this record’s type, each with its output format options — the template’s native format and, where enabled, PDF.

Pick a template and a format. The system renders the file and starts a download.

Output formats

The download is produced in the template’s native format — XLSX, DOCX or PPTX — or as a PDF converted from it.

PDF conversion happens on the server. It takes longer than a native-format download, and very large or complex files may time out.

Templates are DOCX, XLSX or PPTX files, and PDF is one of the output formats.

If the recipient will want to work with the numbers — re-sort, add a column, build a chart — export XLSX. Values arrive as real numbers and dates, and formulas stay live. See Excel templates.

Why a template may not be offered

The export list shows only templates that meet all of the following conditions:

  • The template is attached to this record’s entity type.

  • The template is enabled — an administrator can enable or disable individual templates.

  • The template has at least one output format activated.

If the list is empty, ask your administrator whether a template exists and is enabled for this type.

Who can export

Exporting a record requires the Export permission on the record’s type. A role with Export can also view the record. Exporting a list in bulk is governed by a separate permission, and neither one grants the other.

Templates have no permissions of their own. Anyone who can export a record can use every enabled template of its type.

Your organization’s license must also include exporting that type. Without the license or the permission, the record page does not show Export. The last step of the Quick Proposal wizard names the cause instead: either the license does not include exporting this record, or you do not have permission to export it. If you need to export and cannot, ask your administrator.

Exporting many records at once

Exporting from a record produces one file from one record. To produce many files from one template in a single run — an invoice for every deal that closed last month, for instance — use batch reports.

When the output looks wrong

A generated file that is blank or missing values is almost always a template problem rather than a data problem. Nothing errors: a placeholder that cannot be resolved is silently replaced with an empty string.

See Troubleshooting for the symptom-by-symptom checklist.

Related pages

  • Templates — what a template is and how placeholders work

  • Troubleshooting — blank or incomplete output

  • Batch reports — producing many files in one run

  • Data types — the fields available in templates, by machine name