Data Exports

Export lead data to CSV, Excel, PDF, or transfer via FTP for reporting, analysis, and integration with external systems.

Overview

Ledly provides flexible export options:

• Manual exports - On-demand CSV/Excel downloads
• Scheduled exports - Automated daily/weekly exports
• FTP delivery - Automated file transfer to your server
• API exports - Programmatic data access
• Custom formats - Configure fields and formatting

Common Use Cases:

• Daily lead reports for admissions teams
• Weekly performance analysis
• Monthly CRM imports (backup to API sync)
• Quarterly reporting to stakeholders
• Ad hoc data analysis

Export Formats

CSV (Comma-Separated Values)

Best for:

• Excel/Google Sheets import
• Database imports
• Large datasets
• Automated processing

Example:

email,first_name,last_name,phone,program,created_at
[email protected],John,Doe,+15551234567,MBA,2024-12-25T10:30:00Z
[email protected],Jane,Smith,+15559876543,Nursing,2024-12-25T11:00:00Z

Features:

• UTF-8 encoding
• Quoted fields for special characters
• Customizable delimiter (comma, tab, pipe)
• Optional header row

Excel (XLSX)

Best for:

• Business users
• Formatted reports
• Charts and graphs
• Multiple worksheets

Features:

• Multiple sheets (leads, summary, charts)
• Formatted columns (dates, currency, phone)
• Auto-filter enabled
• Frozen header row
• Column widths optimized

PDF

Best for:

• Executive reports
• Printed materials
• Archival purposes
• Sharing with stakeholders

Features:

• Professional formatting
• Summary statistics
• Charts and visualizations
• Pagination
• Company branding

JSON

Best for:

• API integration
• Programmatic access
• Structured data
• Custom processing

Example:

{
  "leads": [
    {
      "id": "lead_abc123",
      "email": "[email protected]",
      "first_name": "John",
      "last_name": "Doe",
      "program": "MBA",
      "created_at": "2024-12-25T10:30:00Z"
    }
  ],
  "meta": {
    "total": 150,
    "exported_at": "2024-12-25T12:00:00Z"
  }
}

Creating Manual Exports

Scheduled Exports

Automate regular exports.

Date Range: Yesterday
Status: Active
Fields: Standard + custom fields
Format: CSV

FTP/SFTP Delivery

Transfer exports directly to your server.

Configuration

Settings → Exports → FTP Settings

FTP:

Protocol: FTP or SFTP (recommended)
Host: ftp.university.edu
Port: 21 (FTP) or 22 (SFTP)
Username: ledly-exports
Password: ••••••••
Path: /incoming/leads/

SFTP with SSH Key:

Protocol: SFTP
Host: sftp.university.edu
Port: 22
Username: ledly-exports
Auth Method: SSH Key
Private Key: [Upload your private key]
Path: /data/ledly/leads/

File Naming

Configure filename pattern:

Templates:

Variables:

• date - Current date (YYYY-MM-DD)
• timestamp - Full timestamp
• program - Program name
• start_date - Report start date
• end_date - Report end date

Delivery Confirmation

Success Notification:

File: leads_2024-12-25.csv
Size: 2.3 MB
Rows: 1,247
Transferred: 2024-12-25T08:00:15Z
Status: Success

Failure Notification:

File: leads_2024-12-25.csv
Error: Connection timeout
Retry: Will retry in 15 minutes (2/5 attempts)

API Exports

Export data programmatically.

Request Export

Endpoint: POST /api/leads/export

curl -X POST https://api.ledly.io/api/leads/export \
  -H "Authorization: Bearer your_token" \
  -H "Content-Type: application/json" \
  -d '{
    "format": "csv",
    "start_date": "2024-12-01T00:00:00Z",
    "end_date": "2024-12-31T23:59:59Z",
    "filters": {
      "status": "active",
      "program": "MBA"
    },
    "fields": [
      "email",
      "first_name",
      "last_name",
      "phone",
      "program",
      "created_at"
    ]
  }'

const response = await fetch('https://api.ledly.io/api/leads/export', {
  method: 'POST',
  headers: {
    'Authorization': 'Bearer your_token',
    'Content-Type': 'application/json'
  },
  body: JSON.stringify({
    format: 'csv',
    start_date: '2024-12-01T00:00:00Z',
    end_date: '2024-12-31T23:59:59Z',
    filters: {
      status: 'active',
      program: 'MBA'
    },
    fields: ['email', 'first_name', 'last_name', 'phone', 'program', 'created_at']
  })
});
 
const { export_id } = await response.json();

import requests
 
response = requests.post(
    'https://api.ledly.io/api/leads/export',
    headers={
        'Authorization': 'Bearer your_token',
        'Content-Type': 'application/json'
    },
    json={
        'format': 'csv',
        'start_date': '2024-12-01T00:00:00Z',
        'end_date': '2024-12-31T23:59:59Z',
        'filters': {
            'status': 'active',
            'program': 'MBA'
        },
        'fields': ['email', 'first_name', 'last_name', 'phone', 'program', 'created_at']
    }
)
 
export_id = response.json()['export_id']

Response:

{
  "export_id": "export_abc123",
  "status": "processing",
  "estimated_rows": 1247,
  "estimated_completion": "2024-12-25T12:05:00Z"
}

Check Export Status

Endpoint: GET /api/exports/:id

curl -H "Authorization: Bearer your_token" \
  https://api.ledly.io/api/exports/export_abc123

Response (Processing):

{
  "export_id": "export_abc123",
  "status": "processing",
  "progress": 67,
  "rows_processed": 836,
  "estimated_total": 1247
}

Response (Completed):

{
  "export_id": "export_abc123",
  "status": "completed",
  "format": "csv",
  "row_count": 1247,
  "file_size": 2456789,
  "download_url": "https://api.ledly.io/exports/export_abc123/download",
  "expires_at": "2024-12-26T12:00:00Z",
  "completed_at": "2024-12-25T12:03:42Z"
}

Download Export

curl -H "Authorization: Bearer your_token" \
  https://api.ledly.io/exports/export_abc123/download \
  -o leads.csv

Custom Export Templates

Create reusable export configurations.

Creating Templates

Settings → Exports → Templates

Template: “Daily Admissions Report”

Fields:
  - Email
  - First Name
  - Last Name
  - Phone
  - Program
  - Source
  - UTM Campaign
  - Created At
  - CRM Sync Status

Filters:
  - Date Range: Yesterday
  - Status: Active
  - Exclude: Duplicates

Format: Excel
Sort: Created At (descending)

Template: “Weekly Marketing Report”

Fields:
  - Email
  - Program
  - Source
  - UTM Source
  - UTM Medium
  - UTM Campaign
  - UTM Term
  - UTM Content
  - Created At

Grouping: By UTM Campaign
Summary Stats: Count by source
Format: Excel with charts

Using Templates

1. Go to Leads → Export
2. Select template from dropdown
3. Adjust date range if needed
4. Click Generate Export

Export Field Reference

Standard Fields

UTM Fields

CRM Sync Fields

Custom Fields

All custom fields are included with the custom_fields. prefix:

Advanced Filtering

Complex Filters

Combine multiple criteria:

{
  "filters": {
    "program": "MBA",
    "status": ["active", "contacted"],
    "source": "google",
    "created_after": "2024-12-01",
    "created_before": "2024-12-31",
    "utm_campaign": "spring-2025",
    "custom_fields.preferred_start": "Fall 2025"
  }
}

Aggregated Exports

Export with grouping and summaries:

{
  "format": "excel",
  "group_by": "program",
  "aggregations": {
    "total_leads": "count",
    "by_source": "count_distinct",
    "conversion_rate": "percentage_synced"
  }
}

Result:

Performance and Limits

Export Limits

Processing Time

Security and Compliance

Data Protection

• Encryption: All exports encrypted in transit (TLS 1.3)
• At rest: Temporary files encrypted (AES-256)
• Access control: User permissions enforced
• Audit trail: All exports logged

Compliance Features

FERPA Compliance:

• Field-level access control
• Audit logging
• Secure deletion after 24 hours

GDPR Compliance:

• Right to export (data portability)
• Anonymization options
• Retention policies

PCI Compliance:

• No payment data in exports
• Secure delivery (SFTP)
• Access logging

Anonymization

Remove PII from exports:

{
  "anonymize": true,
  "fields_to_hash": ["email", "phone"],
  "fields_to_remove": ["ip_address", "user_agent"]
}

Result:

email_hash,first_name,last_name,program
a3f5d...,John,D.,MBA
b7e2c...,Jane,S.,Nursing

Best Practices

1. Schedule Regular Exports

Automate routine reports:

Daily: Yesterday's leads → FTP
Weekly: Last 7 days summary → Email
Monthly: Full month report → Executive team

2. Use Templates

Standardize exports:

✅ Good: Use "Daily Admissions Report" template
❌ Bad: Manually configure each time

3. Optimize Field Selection

Only export needed fields:

✅ Good: 10 essential fields → 500 KB
❌ Bad: All 50 fields → 5 MB

4. Filter Appropriately

Export relevant data only:

✅ Good: Active leads from last 30 days
❌ Bad: All leads including deleted/archived

5. Secure FTP Credentials

Use SFTP and rotate credentials:

✅ Good: SFTP with SSH key, rotated quarterly
❌ Bad: Plain FTP with static password

Troubleshooting

Export Fails to Generate

Causes:

• Too many rows (exceeds plan limit)
• Invalid filters
• Server timeout

Solutions:

• Reduce date range
• Add more specific filters
• Contact support for large exports

FTP Delivery Fails

Causes:

• Incorrect credentials
• Network/firewall issues
• Insufficient permissions

Solutions:

• Test FTP credentials manually
• Check firewall allows Ledly IPs
• Verify write permissions on target directory

Missing Fields in Export

Causes:

• Fields not selected
• Permissions restrict field access
• Custom fields deleted

Solutions:

• Review field selection
• Check user permissions
• Verify custom fields exist

Examples

Example 1: Daily FTP Export

Name: Daily Lead Export
Schedule: Daily at 8:00 AM
Date Range: Yesterday
Format: CSV
Delivery: SFTP to ftp.university.edu/leads/
Filename: `leads_{{date}}.csv`
Notification: [email protected]

Example 2: Weekly Marketing Report

Name: Weekly Marketing Performance
Schedule: Monday at 9:00 AM
Date Range: Last 7 days
Format: Excel
Fields: Email, Program, UTM params, Created At
Grouping: By UTM Campaign
Charts: Lead count by source
Delivery: Email to [email protected]

Example 3: Monthly Executive Summary

Name: Monthly Executive Report
Schedule: 1st of month at 10:00 AM
Date Range: Previous month
Format: PDF
Content:
  - Lead count by program
  - Conversion rates
  - Source performance
  - Geographic distribution
  - Trend charts
Delivery: Email to [email protected]

Related Resources

• API Reference - Export API documentation
• Analytics - Advanced reporting
• Custom Fields - Configure exportable fields
• FTP Setup Guide - Detailed FTP configuration