At Sheep we recognise the importance of ensuring data is compliant with current 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. XLSX (Spreadsheet) exports are one of the tools provided for this.
What are Segments?
Segments provide a flexible way to group and sort your data records. At its core, a segment is a set of rules or criteria that automatically sort and group (past, present and future) data records. This can range from a simple check for 'active' members, to complex sets of rules that allow you to target specific demographics in specific teams or groups.
How do I Navigate to Segments?
Go to core.sheepcrm.com and log in to your CRM User account, if not already.
Select Segments from the top navigation (green) bar.
How do I Create a New Segment?
Please see here for full guidance on how to create a new Segment.
How do I View an Existing Segment?
From alpine sheepCRM, click on the segments option in the top navigation to view all the segments that have been created for your flock.
You can switch between different types of segments by using the left-hand navigation, or use the all option, within the drop down to see every segment you currently have.
Click on a segment to view the data contained inside it.
How do I Export a segment to XLSX?
Having chosen which segment you wish to export data for, we have selected Contacts with an additional filter for Inactive in our example> select Actions> Export to Excel(XLSX).
A new window will display with options for you to choose from depending on your needs.
The Export Template field provides a dropdown list of all these available templates together with a description of what information will be provided on the export.
In our example, we are using the Contact-Mailing template to perform the task of preparing to contact all inactive members within the database.
The Export using GDPR toggle, if set to Yes will only include contacts that have the right privacy record for processing data in this way. See the box below covering setting this to 'No'
Select Export when you have confirmed your choices.
Select Discard Changes if you wish to cancel this request and take no further action.
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 override 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:
See Contacts: Privacy and GDPR consent for more information relating to the use of how to record consent in sheepCRM.
How do I download my export?
Following the Export instruction request, you will notice in the top right hand side of your screen an advisory note to say that you will receive a notification when this is ready to view.
To view your Notifications head to the bell icon also in the top right hand side of the screen and note that the progress of the export is displayed i.e. Preparing/Complete Report.
Notifications can be accessed from any screen within the sheepCRM so you do not have to wait until this has been completed to continue with other tasks.
Click on the notification as seen above and a modal will open. From there you can 💾download the export my hitting the download link.
How do I clone a Segment?
Whilst in Settings>All Settings>scroll down and select Segments. A list will be displayed. Find the Segment you wish to clone/copy and select the copy icon from the right hand side of the Segment name, it looks like this:
A new window will display allowing you to complete all required fields that reflect your needs.
How do I create my own exports with just the columns of data and order I need?
Can't find an export that you need for your segment or need more data?
We have provided an initial set of exports that cover the majority of our segments and the most needed data requests. However, this default set will grow in time and new fields may also get added to the current exports.
If you require fields in your export that you think should be in there, then you can contact us at support@sheepcrm.com and we can see if that field is compatible with the segment you are trying to export.
Advanced: For more advanced users you are able to create your own export by going to https://settings.sheepcrm.com/core/fieldset. From here you can see all the default ones that the system creates. You can clone any of these and use it as a base for your own export and by looking at our data schema you can find available fields for the segments resource type you are creating an export for > https://docs.sheepcrm.com/core/resource-schemas.html
Please Note: Data Exports are not the only way to retrieve useful information from sheepCRM. If you are unable to find what you are looking for using this method please be aware we have a range of Reports available that can be refined by selecting the required time period.
Reports can be found by going to core.sheepcrm.com and selecting Reports from the top Navigation bar.