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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Server being switched ...
Microsoft Dynamics CRM (Archived)

Server being switched off - How to Export data from Microsoft Dynamics CRM 4.0?

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Posted on by Community Member

We've recently acquired a new company who are using Dynamics CRM 4.0.  There are very short timescales to switch off their database, and the system the data needs to be imported into isn't ready yet (Salesforce - sorry).

How can I export the data (complete with IDs) into something like Excel / CSV / other so it's not lost?  It's not a high volume database - circa 6,000 records for Accounts.  Happy to have several files for each of the buckets of data.

Can anyone provide step-by-step instructions on how to do this, as I've never used Dynamics before, and may have to pass the instructions to someone non-technical!

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    Community Member Profile Picture
    Community Member on at

    Do you have another SQL server that could host the data temporarily, without the application? It would be easy to make a backup of the CRM database and import it to host it on another SQL server then you could worry about exporting or mining the data later.

    For example, this would mean that when the time comes to do the data export you can figure out exactly what information is actually needed, and easily pull data from different joined tables or entities into one export, if needed. If you try to do the export now you will have to take loads of fields that might turn out later to be redundant, and will lose the ability to build those joins easily.

    Activities and especially emails might also be harder to handle if you try to export them into flat file structures without careful attention (for example long text columns might get truncated).

  • Community Member Profile Picture
    Community Member on at

    That's a good suggestion - many thanks.

    Can you advise the steps to make a backup?  As previously mentioned, I may have to trust this to someone else.

  • Community Member Profile Picture
    Community Member on at

    Have to agree with Adam here.  The best way is to try and keep the SQL server online until you can migrate the data... or backup the SQL database and restore it to another SQL server for later import to SF.  This is a technical task so it's probably not a good idea to give it to a non-technical person.

    The alternative would be to use the Excel Export that is available in CRM from any VIEW, just look at the toolbar for the Excel icon.  However, you want to make sure that the view has ALL the fields you may need to do the migration to the other system.  Also, in CRM 4.0 I believe you are limited to exporting a max of 10,000 records to Excel, so if you have more than that you'll have to get creative with the views (e.g. Account names that start with A-F, G-S, T-Z)

    Good luck with your SF migration, and be sure and keep your wallet open since they will be taking all your money shortly.  :)

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