📍 Background
Kafinea's main interface
Kafinea lets you import and export data in several ways, depending on your needs: manually via CSV files, or automatically using the API. This guide walks you through each method, whether you want to upload your existing data when setting up Kafinea or export information on an ad-hoc basis.
1. Import data from a CSV file #
CSV import is the most common method for importing large amounts of data into Kafinea. The process consists of three steps.
Start the import #
From any module, click the Import button located at the top right of the list. The import form for that module will open.
Step 1 — Upload the CSV file #
Select your CSV file, then specify:
- if the file contains a header line
- character encoding (UTF-8, ISO-8859-1, etc.)
- the delimiter (comma, semicolon, pipe, or caret)
Step 2 — Manage duplicates #
Choose how to handle records that already exist in Kafinea:
| Option | Behavior |
|---|---|
| Overwrite | Replaces records with the new data |
| Merge | Updates only the fields that have been filled in the file |
| Ignore | Keep records as they are |
Select the fields used to match a row in the CSV file with an record (for example: email address, customer ID, etc.).
Note: This step is optional. If your data is entirely new, you can skip it.
Step 3 — Map the fields #
Map each column in your CSV file to a field in the Kafinea module. You can also:
- Enter a default value for a field that is not present in the file
- Save the mapping (by checking the " Save this mapping" box) so you can reuse it for future imports with a similar file structure
Tip: If a field is missing in Kafinea, you can create it directly from the layout manager without leaving the import process.
Click Import to start the process.
2. Export data to CSV format #
You can export data at any time from any module.
Start the export #
From a module's list, click More > Export. You have three options:
| Option | Scope |
|---|---|
| Export selected records | Only the records in the list |
| Export data from the current page | All records on the current page |
| Export all data | All records module |
The generated CSV file can then be opened in a spreadsheet program or imported into another system.
3. Automate data exchange via the API #
In addition to manual operations, Kafinea offers an API that allows you to automate data imports and exports with your other business software.
What the API enables #
- Automatic import: External software sends data to Kafinea (for example, orders from an online store)
- Automatic export: Kafinea sends data to an external system (for example, a list of parts to be manufactured to production software)
- Workflow-triggered: Kafinea workflows can automatically trigger these exchanges based on business rules that you define
Example: A company with a robotic assembly line can benefit from the Kafinea API: for each new customer order, Kafinea automatically sends the list of products to be manufactured (export), then receives confirmation that manufacturing is complete (import). A workflow then sends a notification to the customer informing them that their order is being shipped.
Note: The API supports both real-time and scheduled exchanges. For more information, see the KafineaHelp .
4. Frequently Asked Questions #
What file formats are accepted for import?
Kafinea only accepts files in CSV format. If your data is in a spreadsheet (Excel, Google Sheets, etc.), export it to CSV first.
Can I cancel an import?
No, an import cannot be canceled automatically. Be sure to check your file and mapping settings carefully before starting the import. If an error occurs, you will need to correct the records or perform a new import using the " Overwrite" option.
Important: Before performing a bulk import, we recommend testing with a file containing only a few lines to verify the mapping and how duplicates are handled.
Does the import handle the relationships between modules?
Yes, you can map a field in your CSV to a relationship field (for example, linking a contact to an existing organization). The mapping is based on the field you choose as the matching key.
Can I schedule a recurring automatic import?
CSV imports are done manually. For recurring and automated imports, use the Kafinea API, which allows you to schedule data exchanges with your other systems.
How do I export only certain records
Use the lists to filter the records , select them, and then click More > Export > Export Selected Records.