First, why does data ownership matter?
Many CRMs restrict data export, making it difficult and costly to access your own records. With ProLine, you can back up your entire account at any time, ensuring you are never handcuffed by vendor restrictions. ProLine does not charge for one-off data exports, and you have complete control over when and how you back up your information.
Setting Up Data Backup in ProLine
Whitelist ProLine in Google Admin
This allows ProLine to securely access your Google Drive.
Follow the whitelisting guide here if you are unfamiliar with this process.
Sign in to Google Drive
Ensure that you are logged into the correct Google account for synchronization.
Create a Shared Drive
Go to your Google Drive and create a new Shared Drive.
Be mindful of permissions; Share this drive with ONLY relevant team members who require access. Typically these are the same users within ProLine who have access to all the same information.
Organize Subfolders for Exported Data
Inside the shared drive, create three main subfolders:
Data Backup: Contains CSV Only exports of projects, contacts, and payments.
Project Files: Holds quote documents, signed invoices, and project-related files. These will be in PDF and PNG.
Contact Files: Stores contact information and related documents. (PDF, PNG, CSV)
This structure allows ProLine to automatically export data into the appropriate folder during backups.
Requesting a Backup
In ProLine, click on Request Backup to initiate the export.
Data will be exported overnight and appear in the shared drive the next day.
Folders are timestamped for easy reference.
Scheduled Backups
If you require regular scheduled backups instead of one-time exports, reach out to ProLine support for assistance in setting this up.
Important Considerations
All exported files are in readable formats (CSV, PDF, images, etc.) and are not encrypted.
Make sure that only authorized team members have access to the shared drive.
Regularly check that the shared drive structure is maintained for seamless exports.
For further information or support, please contact ProLine support here