How to efficiently export CSV/TXT after number filtering? 5 Practical Tips and Export Guidelines

After number screening is completed, the choice of export format directly determines the efficiency of subsequent data processing. After completing batch screening, many teams cannot directly import the data into CRM, outbound call systems or community management tools due to unreasonable export settings, and are forced to clean them repeatedly - this can be completely avoided with a correct export strategy. This article will focus on the export process after number screening and provide 5 practical suggestions, covering key steps such as format selection, field confirmation, deduplication, and encoding processing, to help the overseas team obtain directly usable data at once.

Why should we pay attention to the export format after number filtering?

The detection results of the screening platform usually include multiple fields: activation status, activity, gender, age, TGID, etc. If you export all fields indiscriminately or ignore the compatibility of the target system, the following problems are prone to occur:

• Too many fields lead to import failure: Some mass sending tools only accept pure number lists, and CSV with header rows will directly report an error.
• Inconsistent encoding leads to garbled characters: Windows Excel defaults to GBK, but most platforms output UTF-8, and garbled characters will be displayed without conversion.
• Duplicate numbers waste balance: If duplication is not removed before exporting, the same number may be deducted repeatedly in multiple number screening tasks.

In turn, by correctly planning the export strategy, you can obtain data with a clear structure and compatible format at one time, reducing the time for secondary cleaning. This is also an easily overlooked but crucial link in the Number Screening workflow.

What is the difference between CSV export and TXT export? How to choose?

CSV and TXT are the two export formats most commonly provided by the Sieve platform. The core difference lies in whether structured fields are retained.

Advantages and applicable scenarios of CSV export

CSV (Comma Separated Values) separates each field with a comma, and the first row is usually the header row. Suitable for the following scenarios:

• You need multiple filtering result fields, such as “number”, “whether Telegram is activated”, “active days”, “gender” and other information at the same time.
• Subsequently imported into CRM, database or Excel, CSV can be directly parsed into tables by these tools to facilitate secondary analysis (such as grouping people by gender and activity).
• Ancillary information of each piece of data needs to be retained, such as TGID, Line UID, registration time, etc. CSV can all correspond one to one.

Advantages and applicable scenarios of TXT export

TXT files usually only contain a pure list of numbers, one number per line, without any field columns. Suitable for the following scenarios:

• You only need the number itself for group messaging tools, outbound calling systems or adding contacts in batches.
• Target tools only support plain text import, such as some Telegram follower scripts and WhatsApp broadcast software. They only accept TXT files with one line and one number.
• Hope the file size is the smallest, TXT does not contain field redundancy, and the export and transfer speed is faster.

Selection Suggestion: If you are not sure, give priority to CSV (reserved field option); if the usage scenario clearly requires only numbers, it is easier to choose TXT.

Which fields need to be confirmed before exporting? How to avoid invalid data?

Before submitting the screening task, correctly selecting the export fields can greatly reduce subsequent cleaning costs. Taking the KK-DATA console as an example, the task configuration page allows you to check the fields that need to be returned. Common fields include:

Field categories	Example fields	Notes
Basic information	Number, country code	Required
Platform status	Telegram activated/unactivated, active days	Optional range of active days (7 days/30 days/90 days, etc.)
User attributes	Gender, age segment, and presence of avatar	The age field is an inferred value and is not accurate to the ID card level
Unique identification	TGID, WhatsApp Business ID, Line UID	Used for subsequent API docking or deduplication
Custom label	Task name, export batch	Recommended to keep for traceability

Key operations to avoid invalid data:

1. Only check the fields you actually need, don’t select them all. Extra fields will increase the file line width and reduce the import success rate.
2. Exclude unactivated numbers from the filtering conditions: If you only need numbers that have activated Telegram, select the detection type as “Telegram activated” in the filtering task settings. After the task is completed, only the numbers in the activated status will be exported; similarly, if you want to filter out active users, check “Telegram active” and set the active window.
3. Use the “Only export valid results” option (if provided by the platform), invalid rows that are not activated, cannot be detected, etc. will be automatically filtered.

How to import the exported CSV/TXT file into other marketing tools?

Exporting is only the first step, seamlessly importing data into the target system is the ultimate goal. Here are the highlights of common steps:

1. Check encoding format: Most modern tools require UTF-8 (no BOM) ​​encoding. UTF-8 CSV may appear garbled when opened in Windows Excel. In this case, you can use Notepad to open it and save it as “UTF-8 with BOM”, or directly import it using Google Sheets (File → Import → Upload → select comma as the delimiter).
2. Confirm delimiter compatibility: CSV is comma delimited by default, but some European tools may require semicolons. If the target system fails to parse, you can try to manually replace the delimiter, or use an editor that supports custom delimiters (such as VS Code, Notepad++).
3. Processing special characters: The phone number may contain plus signs, brackets, and dashes. When importing, make sure the target system can recognize these formats, or check “Remove formats” in the task settings before exporting (usually output pure numbers + international prefix).
4. Batch import to avoid timeout: If the number of exported rows exceeds 100,000, it is recommended to import in batches (for example, 10,000 rows each time), or query the target tool’s single import limit.

How to avoid wasting balance due to repeated detection when exporting?

This is a pain point that many teams ignore: the same number is repeatedly detected in multiple screening tasks, resulting in the balance being deducted multiple times. The core to avoid this problem is to remove duplicates before exporting.

Use deduplication warehouse to reduce duplicate export and recharge consumption

KK-DATA provides the data deduplication warehouse function: after each number screening task is completed, the system will automatically record all detected numbers (regardless of the result). When submitting a new task, if you check “Use deduplication warehouse”, the platform will skip the numbers that have been detected and only charge the newly added numbers. In this way, even if you export the same number list multiple times, only the first time will be charged.

Recommended process: First build the original number pool through the number generation module or import CSV → Submit the first batch of number screening tasks, and open the deduplication warehouse → Export the results → When adding new numbers in the future, directly detect the duplication warehouse and export the incremental results.

Test export in small batches and then export in full quantity

Before officially exporting the full amount, first take a small part of the data (for example, 100 items) for export and import testing. This will verify:

• Whether the fields are complete and correct (for example, whether there are garbled characters or null values in the gender column)
• Whether the file can be parsed normally by the target tool (CSV delimiter, newline compatibility)
• Whether the deduplication warehouse is effective (check whether the estimated cost of the new task includes the detected number)

After discovering problems, promptly adjust field selection or format, and then export in full to avoid rework and waste.

What should I do if the exported CSV/TXT file has garbled characters or format errors?

Common troubleshooting steps:

1. Garbled code problem: Prioritize trying to resave using UTF-8 (with BOM) encoding. In Windows environment, use Notepad to open the CSV and save it in “UTF-8 BOM” format; in Mac/Linux environment, use the iconv -f UTF-8 -t UTF-8//BOM input.csv > output.csv command to convert.
2. Delimiter not recognized: If all the data is squeezed into one column when Excel opens the CSV, it means that the delimiter setting is incorrect. You can try to change the file suffix to .txt, and use “Data → Import from Text/CSV” in Excel to manually specify comma separation.
3. The phone number contains spaces or special symbols: It is recommended to select “Remove Format” or “Only Numbers” in the export settings. If it has been exported, you can use Excel’s “Find and Replace” function to delete spaces or horizontal lines.
4. Incomplete file content: Check whether only the first N lines are exported due to browser or tool limitations. Some platforms will provide “paging export” or “download compressed package” options. If the amount of data is huge, you can export it in batches.

Summary - List of best practices for number filtering and exporting

• Before the task: Select the key fields to be exported based on the target tool and eliminate useless columns; set filter conditions to exclude invalid numbers.
• Deduplication: Use the platform’s deduplication warehouse (such as provided by KK-DATA) or maintain your own number blacklist to avoid repeated deductions.
• Small batch test: Export 100 items first to verify whether the format, encoding, and fields are normal, and then export in full.
• Choose the appropriate format: If structured fields are required, select CSV, and if a pure number list is required, select TXT.
• Coding consistent: Check UTF-8 encoding after exporting, and convert to UTF-8 BOM to adapt to Excel if necessary.
• Import to target system: Confirm delimiter compatibility and import in batches to avoid timeouts or failures.

FAQ

**Q: Which fields must be included in the CSV file exported by number filtering? **

Answer: Basic fields usually include number, detection platform, and activation status (activated/unactivated). The remaining fields such as activity level, gender, age, etc. depend on the detection type selected in your task. For details, please refer to the optional fields on the console task page.

**Q: Will the exported TXT file contain non-numeric characters? **

Answer: TXT only outputs a pure number list by default, without special symbols other than country codes. However, if the number source contains spaces or hyphens, it is recommended to check “Remove Format” in the task settings before exporting, otherwise the original format may be retained.

**Q: What should I do if the file cannot be opened normally with Excel after exporting and the files are garbled? **

Answer: In most cases it is due to encoding issues. It is recommended to open the file with Notepad or a text editor and save the file as a UTF-8 (with BOM) encoded CSV, or directly use the CSV format with character set tags (supported by some tools). You can also use Google Sheets to specify the encoding when importing.

**Q: Can I export only the numbers of a certain gender or a certain active window? **

Answer: Yes. In the number filtering task, you can first set the filtering conditions (such as gender, active days range), and after the task is completed, the exported results will be the numbers that meet the conditions and the corresponding fields. Note: Some platforms’ gender detection only returns “male/female/unidentified”, please filter as needed.

**Q: How many results can be exported in a single task? **

Answer: A single task supports the detection of approximately 1 million numbers, and the export file size is limited by the browser/tool. If the results exceed 100,000 rows, it is recommended to export them in batches or directly download the compressed package (CSV format). For details, please refer to the prompts on the download page after the task is completed.

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