Exporting and Deleting Data

Resool lets you take your data out and remove it when you need to. You can export your contact list to a CSV file, download everything Resool holds about a single contact (useful for data access requests), erase a person's data when they ask to be forgotten, and, as an Owner, delete the whole workspace. Every export and erasure is recorded in the audit log.

#Before you begin

Who can do what:

See Roles and Permissions.

#How to export contacts to CSV

1. Go to Contacts.
2. Optionally, narrow the list first: pick a lifecycle stage or segment, search, or use Filter. The export includes the contacts in the current list.
3. Click the arrow next to Create (More actions) and choose Export CSV.

A file named contacts.csv downloads. To export companies, switch to Companies and use Export CSV there; it downloads companies.csv.

Screenshot placeholder

Contacts, with a segment selected

The Contacts list filtered by a segment, with the More actions menu open next to the Create button showing Export CSV and Import CSV.

File: screenshots/exporting-and-deleting-data-contacts-csv.png

#How to export one contact's data

Use this when a customer asks for a copy of the data you hold about them.

1. Open the contact's profile.
2. Click ⋯ and choose Export contact data.

A JSON file downloads with the contact's profile and fields, their channel identities (such as WhatsApp number or email), their conversations with messages, their tickets and their satisfaction survey answers.

Screenshot placeholder

Contacts › open a contact › ⋯ menu

A contact profile with the ⋯ menu open showing Run workflow, Export contact data, Erase personal data and Delete.

File: screenshots/exporting-and-deleting-data-contact-menu.png

#How to erase a contact's personal data

Use this when a customer asks you to delete their data.

1. Open the contact's profile.
2. Click ⋯ and choose Erase personal data.
3. Read the Erase all data about {name}? dialog and confirm with Erase personal data.

This deletes the contact, their conversations and messages. Tickets stay for your records without their details. This can't be undone, so export the contact's data first if you need a copy. For more on contact privacy, see Contact Data and Privacy.

#How to delete a workspace

Deleting a workspace removes the workspace and everything in it and cancels the subscription. Everyone loses access immediately, and it can't be undone.

1. Go to Settings › Workspace.
2. Scroll to the Delete workspace card and click Delete workspace.
3. In the confirmation dialog, type the workspace address shown in the dialog (the part of the link after /, for example acme).
4. Click Delete workspace.

Screenshot placeholder

Settings › Workspace › Delete workspace

The "Delete {workspace}?" dialog with "Everyone loses access immediately. This can't be undone.", the "Type acme to confirm" field filled in, and the red Delete workspace button enabled.

File: screenshots/exporting-and-deleting-data-delete-workspace.png

You're taken out of the workspace. Your Resool account and your other workspaces aren't affected.

#Notes and limitations

• Export CSV follows your current filters, segment or search. Clear them to export all contacts.
• Contact exports are recorded in the Audit log, so you can see who exported data and when.
• Without See contact emails and phone numbers, a member sees contact details partly hidden in the app.
• Only an Owner can delete a workspace. Admins don't see the Delete workspace card.

#FAQ and troubleshooting

#I don't see Export CSV in the Contacts menu. Why?

Your role doesn't include Export contacts. Ask an Owner or Admin for access.

#What's the difference between Delete and Erase personal data?

Delete removes the contact from your contact list. Erase personal data is meant for privacy requests: it deletes the contact together with their conversations and messages, and strips their details from tickets.

#Can I get a deleted workspace back?

No. Deleting a workspace can't be undone. Export what you need before you delete it.

#The Delete workspace button stays greyed out. Why?

The text you typed doesn't match the workspace address exactly. Type it as shown in the dialog, without spaces.

#What's next?

• Contact Data and Privacy
• Audit Log
• Importing Contacts
• Plans and Billing