Move your team's data to another team

A team's Settings can pack the team's data into a single file and read that file back into another team. Use it to carry your work from one Sync Pro to another, to start a new team from an existing one, or to keep a copy of everything outside Sync Pro before you close a team.

Both actions live in Settings → Import and export data. The tab only appears for people whose role has Edit Settings; see Roles and permissions.

Export a team

1. Open Import and export data and press Export team.
2. The window lists the data this team has, with how many Records there are of each.
3. Everything is ticked to start with. Untick what you want to leave behind, and press Export.
4. A .zip file downloads. Keep it somewhere safe: it holds your team's records and their files as they are, and anyone with the file can read them.

Exporting reads and changes nothing in the team.

What never travels: the members, the roles, the invitations, the MCP tokens and the activity history. In the team you import into, you set those up again. The WhatsApp connection does not travel either: link the number in the new team; see The WhatsApp module.

Import into a team

Importing brings the data into the team you are working in right now. Switch to the team that should receive it before you start.

1. Open Import and export data in that team and press Import team. The window names the team the data is going into.
2. Choose the .zip file under Package file. It has to be a file exported by this screen. It starts uploading straight away, with a bar showing how far it has got.
3. Keep the window open until the upload finishes. If your connection drops, the upload carries on by itself when it comes back. If you close the window or leave the page, the upload is cancelled and you have to choose the file again. Cancel upload stops it on purpose.
4. Once the file is up, the window shows Checking the package. A file that is not a team package, or is damaged, ends here with The file could not be read, and nothing is imported.
5. When it is Ready to import, the window shows which team the file came from, the date it was exported, and the data inside it with its record counts. Untick what you do not want and press Import, or press Choose another file if you picked the wrong one.
6. The import runs on the server, marked In process. You can close the window: the import goes on, and when it ends you get a notice in the bell — Team data import finished or Team data import failed — that takes you back to the team's settings.
7. Open Import team again to see how it went. When it is Finished, the window shows how many records went into each kind of data, and anything left out with the reason. Import another package starts over with a new file.

Only one import runs at a time in a team. While one is in process, a second one is refused with a message asking you to wait.

When an import fails

If something stops the import, the window shows Failed with the reason, and nothing is imported: no records and no files are left half-way. Upload the file again to retry.

• The team does not have enough space — the files that come with the data do not fit in the team's space. Free some space or get more; see Your team's files and space.
• The server does not have enough temporary space — ask whoever administers your Sync Pro.
• The package is no longer available — the uploaded file was removed before the import could read it. Upload it again.
• The import stopped before it ended, or The import failed — something on the server stopped it. Upload it again.

What importing does

• Everything is created new. Nothing in the receiving team is overwritten or deleted; the records arrive alongside what is already there.
• The same file imported twice creates everything twice, contacts and files included. Import a file once per team.
• Links between records are kept when both sides travel in the same import: a conversation stays with its contact, a card stays on its board. A record that points at something you left unticked is left out, and the result counts it.
• Records keep their dates. A contact or a message shows the date it had in the team it came from.
• Files land in the team's Media, in a folder named after the kind of record and, inside it, one named with the record's new number, and they count toward the team's space.
• Each contact gets a responsible user. A contact keeps the person it had when that person is a member of the team you import into. Otherwise it gets one the way a new lead does, from the team's Default responsible users; see Set up your team.
• The import announces nothing. Nobody gets "A new lead was assigned to you" for the contacts it brings, nor a new-message notice for the messages it brings, and the template imports it carries do not start a new import from Meta.

The file is a copy taken at the moment you exported it. Anything created in the original team afterwards is not in it: export again to pick it up.