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How to Export Records to Your CRM in GTM One

Learn how to export contacts and companies from GTM One to your connected CRM.

Sean WalterSean WalterDirector, Product Management

Learn how to export contacts and companies from GTM One to your connected CRM.

Overview

Exporting to a CRM sends contacts or companies from ZoomInfo into Salesforce, HubSpot, Dynamics, or another connected system. Before the records are sent, GTM One checks whether any of them already exist in the CRM and lets you decide how to handle those duplicates.

The same Export button appears in two places:

  • In the bar above Advanced Search results, on the Contacts and Companies tabs
  • In the header of a contact, company, or opportunity profile

The Export button has two parts. The main part exports straight to the destination you used last, or to Salesforce if you haven't exported before. Hover over it to see where it will send the records (e.g., Export to Salesforce). The arrow beside it opens the Export options menu, where you can pick any destination available to you.

Before You Start

  • Your CRM must be connected. If it isn't, see How to Connect Your CRM to GTM One.
  • Your ZoomInfo admin controls which record types you can export and which duplicate options you see.

If No CRM Is Connected

When no CRM is available to you, the Export options menu shows "Connect a CRM to export" with the note "Sync Salesforce, HubSpot, Microsoft Dynamics, etc. to export records to your CRM." instead of a list of destinations.

  1. In the Export options menu, click Connect CRM. The ZoomInfo integrations page opens in a new browser tab.
  2. Find your CRM on that page and follow the prompts to connect it.

If you can't connect the CRM yourself, contact your ZoomInfo admin.

If the menu shows "Your admin has not enabled export for this record type." instead, a CRM is connected but your admin has turned off export for that type of record. Contact your ZoomInfo admin to enable it.

How to Export Records from Advanced Search

  1. In the left navigation panel, click Advanced Search.
  2. Above the results, click the Contacts or Companies tab.
  3. Select the check box next to each record you want to export, or open the selection menu at the left of the bar above the results and click Select Page, Select First, or Select All.
  4. In the bar above the results, click the arrow next to Export to open the Export options menu.
  5. Click the CRM you want to export to.
  6. If a submenu opens, click how the CRM should save the records (e.g., As Lead or As Contact).
  7. If a confirmation dialog opens (e.g., for Salesforce or Dynamics), review the number of records and click Continue.
  8. If duplicates are found, choose how to handle them. See How to Handle Duplicate Records.

To skip the menu, click the main part of Export instead of the arrow. The records go to the destination shown when you hover over the button.

For exports to Excel or email, see How to Export Advanced Search Results in GTM One.

How to Export a Record from a Profile

  1. Open the contact, company, or opportunity profile you want to export. For help, see Overview of Company Profiles in GTM One.
  2. In the profile header, click the arrow next to Export to open the Export options menu.
  3. Click the CRM you want to export to.
  4. On a contact profile, if a submenu opens, click how the CRM should save the contact (e.g., As Lead or As Contact).
  5. If a confirmation dialog opens, review the details and click Continue.
  6. If a duplicate is found, choose how to handle it. See How to Handle Duplicate Records.

Company and opportunity profiles export as accounts, so they don't show the lead or contact submenu. An opportunity profile exports its account.

Choosing How the CRM Saves People

When you export contacts, some CRMs store people in more than one way, so a submenu asks you to choose:

  • Salesforce, Zoho, Dynamics, and SugarCRM: As Lead or As Contact
  • Bullhorn: As Contact, As Lead, or As Candidate
  • RingLead and Groove: As Salesforce Lead or As Salesforce Contact

Other destinations (e.g., HubSpot) use the record type of the tab or profile you're exporting from.

How to Handle Duplicate Records

If some records already exist in the CRM, a dialog opens with a title that names the CRM and record type (e.g., Export to Salesforce as a Contact). It shows how many new records will be exported and how many duplicates were found.

  1. To see the duplicates, click View next to the duplicate count.
  2. To leave a specific duplicate out of the export, click the remove icon in its row.
  3. Choose how to handle the remaining duplicates by selecting one of the options.
  4. Click Submit.

The options you may see are:

  • Update existing: Updates the existing duplicate records in the CRM with new data.
  • Create duplicate: Creates new records in the CRM, ignoring the duplicates.
  • Exclude match: Takes no action on existing matched records and exports only net new records.

Exclude match is always available. Your admin can hide Update existing or Create duplicate. For some CRMs (e.g., Outreach or Dynamics), you may also see an option to update the record and its associated account.

If you choose Exclude match and every record is a duplicate, there is nothing left to export, so Submit stays unavailable.

Export Limits by CRM

The number of records you can send in one export depends on the CRM:

  • Salesforce and HubSpot: Up to 100,000 records
  • Dynamics, Marketo, and Pardot: Up to 10,000 records
  • Bullhorn, Pipedrive, and SugarCRM: Up to 25 records

If you select more than the limit, the export doesn't start and a message explains the limit (e.g., "You can only export up to 25 Contacts at a time to Pipedrive").

How to Track a CRM Bulk Export

Exports of more than 25 records run in the background as bulk exports. You can check their progress in Advanced Search.

  1. In the left navigation panel, click Advanced Search.
  2. In the top-right corner of the page, click My Lists & Searches.
  3. Click Open CRM bulk exports.

The CRM bulk exports tab lists each export with its Created date, Name, Object type, Total count, Success count, Failed count, and Status. To find an export, type its name in the Search CRM bulk exports box. To sort by date, click the Created date column header.

When an export is complete, you can download its list:

  1. In the export's row, click the actions menu in the Actions column.
  2. Click Export List.

If you haven't run any bulk exports yet, the tab shows "No CRM bulk exports yet."

The Export options menu listing connected CRM destinations.

If you see an error

  • "Connect a CRM to export" No CRM is connected for you. Click Connect CRM in the Export options menu and connect your CRM, or ask your ZoomInfo admin to connect it.
  • "Your admin has not enabled export for this record type." A CRM is connected, but your admin turned off export for this type of record. Ask your ZoomInfo admin to turn it on.
  • "You can only export up to" followed by a number, the record type, and the CRM name. You selected more records than that CRM accepts in one export. Select fewer records and export again (see Export Limits by CRM above).

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