How to Export and Backup All Your Keap Order Data in 7 Simple Steps

Protecting your business-critical data is not just good practice; it’s essential for operational continuity and compliance. For Keap users, ensuring all order data is regularly exported and backed up provides a vital safety net against unforeseen data loss, system errors, or simply the need for robust historical analysis. This guide offers a clear, step-by-step process to systematically export all your Keap order data, empowering you to maintain complete control and accessibility over your valuable transaction records. Follow these practical instructions to secure your data efficiently and effectively.

Step 1: Access Your Keap Application and Navigate to Orders

Log into your Keap (formerly Infusionsoft) application with appropriate administrative credentials. Once logged in, locate the main navigation menu, typically found on the left-hand side or at the top of your dashboard. From there, select the ‘E-Commerce’ or ‘Sales’ section, and then click on ‘Orders’. This action will take you to the primary order management page, where a comprehensive list of all your processed orders is displayed. Familiarize yourself with this interface, as it’s the starting point for all your data export activities, ensuring you’re in the correct module before proceeding.

Step 2: Define Your Export Criteria and Filter Orders

On the Keap Orders page, you’ll find various filtering and search options. Before initiating an export, it’s crucial to define precisely which orders you intend to back up. You might want to export all orders, or perhaps filter by date range (e.g., last quarter, last year), specific products, order status (e.g., ‘Paid’, ‘Refunded’), or even customer tags. Utilize these filters to narrow down your data set. Accurately setting your criteria ensures that the exported file contains only the relevant information you need for your backup and analysis purposes, preventing unnecessary data clutter.

Step 3: Select the Orders for Export

Once your filters are applied and the list of orders is refined, you’ll see checkboxes next to each order. To select all visible orders, look for a master checkbox, often located in the table header. Alternatively, you can manually select individual orders if your backup strategy requires a partial export. Confirm that the number of selected orders matches your expectation based on the filters applied in the previous step. This careful selection process is vital to ensure no critical order data is missed during the export, providing a complete record.

Step 4: Initiate the Export Process

After selecting your desired orders, locate the ‘Actions’ or ‘Export’ button, typically found above the order list or within a dropdown menu. Click this button to reveal export options. Keap usually provides several export formats, with CSV (Comma Separated Values) being the most common and versatile for data backup and migration. Choose the CSV option to ensure maximum compatibility with spreadsheet software and other data management tools. Confirm your selection to proceed to the next stage of the export, preparing the system to generate your file.

Step 5: Configure Your Export Fields

Keap will then prompt you to select the specific fields you wish to include in your export. This step is critical for a comprehensive backup. Do not simply accept the default selections; instead, review all available fields, including customer details, product names, pricing, order dates, payment statuses, and any custom fields relevant to your business operations. Select ‘All Fields’ or meticulously check every box to ensure your backup is as complete as possible. A thorough selection at this stage guarantees you capture every piece of data necessary for future reference or restoration.

Step 6: Execute the Export and Download the File

Once you have meticulously configured your export fields, click the ‘Export’ or ‘Process Export’ button to initiate the data generation. Keap will process your request, which may take a few moments depending on the volume of data. Upon completion, a download link will typically appear, or the file will automatically start downloading to your computer’s default downloads folder. Ensure you download the file immediately and verify its presence on your local system. Do not close the Keap window until the download is confirmed to avoid losing the generated file.

Step 7: Store and Secure Your Exported Data

The final and most crucial step is to securely store your exported Keap order data. Rename the downloaded CSV file with a clear, descriptive name (e.g., “Keap_Orders_Backup_2023-10-26.csv”) and move it from your downloads folder to a designated, secure backup location. This could be a cloud storage service (e.g., Google Drive, Dropbox), an external hard drive, or a secure network drive. Consider implementing a regular backup schedule and encrypting sensitive files. Consistent, secure storage ensures your valuable Keap order data is protected and readily available whenever you need it for audit, analysis, or disaster recovery.

If you would like to read more, we recommend this article: Keap Order Data Protection: An Essential Guide for HR & Recruiting Professionals