Data Management

Effective data management is critical for CRM success. This guide covers how to import, export, maintain, and protect your business data in HotCRM.

Data Import

HotCRM supports bulk data import for migrating from other systems or loading external data:

Supported Formats

• CSV — Standard comma-separated values
• JSON — Structured data import via API
• ObjectQL Bulk API — Programmatic bulk operations

Import Best Practices

1. Map Fields First — Create a field mapping document before importing
2. Validate Data — Use the validation API to check data quality before committing
3. Import in Batches — Process large datasets in manageable chunks (recommended: 5,000 records per batch)
4. Test with Sandbox — Always test imports in a non-production environment first

Data Export

Export your data for reporting, backup, or integration purposes:

• Scheduled Exports — Configure automated data exports on a recurring schedule
• On-Demand Export — Export specific objects or filtered datasets via the API
• Full Backup — Complete data export across all business objects

Data Quality

Maintain high data quality across your CRM:

Storage & Retention

• Retention Policies — Configure how long historical data is retained
• Archival — Move aged records to archive storage to maintain performance
• Storage Monitoring — Track storage usage across objects and attachments

Related Resources

• Data Protocol (Architecture) — Technical details of the ObjectQL data layer
• Setup & Configuration — Database and environment configuration