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Data exports and processing

How to access bulk contact data based on a customised search ready for various export methods and options including tags

James Webster avatar
Written by James Webster
Updated over a week ago

At Sheep we recognise the importance of ensuring data is compliant with current GDPR regulations. Furthermore sheep recognise the value of data to a business so aim to make the process of accessing and utilising your data simple so it can be used to analyse, make decisions and cast projections.

Data fields can be customised in various ways to support you in obtaining everything that you need and it allows for a number of options on what you wish to do with your data including:

  • Email

  • Export to XLS

  • Address Labels

  • Mailchimp Segment

  • Membership Certificates

  • Payment Plan updates

  • Membership types updates

  • Bulk Tagging

How do I Export Data? What is the Process?

Please Note: These instructions are for V5 (BLUE sheepCRM)

For V6 please see : (not available at this time)

  1. Navigate to Home>Contacts>select from People/Organisations/Changed/New/All

  2. Click Filter and select required data fields (hide Filters)

  3. Click Actions

  4. Choose the export format (any greyed out options are not available on your plan)

  5. State the why you are processing/exporting this data (see GDPR section below)

  6. Record a note for this export

  7. Customise the fields, choose the fields you want in the column order you would like. Press Save.

  8. Click 'Download' to get the export to your report.

Review your selection

How do I Tag Contact Records in Bulk?

This can be used to add multiple tags to a list of contact records as well as removing and replacing.

  1. Home>Contacts>select from People/Organisations/Changed/New/All

  2. Select Actions>BULK TAG

  3. Update Tags>bulk Tags>select current Tag name

  4. Update Tags>select bulkTagAction...>3 options:

    Add to Records

    Remove from Records (if present)

    Replace tags on records with selected ⚠️This will remove ALL existing contact tags and replace with new set

When I Export how is GDPR built-in and what do I need to know?

The big changes in data privacy laws in 2018 was about much more than email. In 2023 email may still be king but we're seeing multi-channel communication strategies as an emerging trend. Email backed by SMS, social messages and good old post can be used together to engage your members.

The export process will ask you two GDPR questions:

  • What's the purpose or reason for the export?

  • What [communication] channel will you be using?

Examples might be:

  • fundraising campaign by post

  • new membership cards by post

  • offline data analysis (channel is processing)

If 'Export Purpose' is empty or missing options they can be added by your administrator in Settings > Contacts > Processing Operations.

We know that your GDPR data may not be 100% accurate or that your records in Sheep don't cover all processing operations. The 'Bypass GDPR' option allows you to over-ride the GDPR safety rails and continue with your export. A journal entry is created with a record of each export and if the bypass has been used so that you can keep track of your GDPR compliance.

For up to date and accurate information regarding UK GDPR Regulations please visit:

Data protection: The Data Protection Act - GOV.UK (www.gov.uk)


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