Comprehensive Guide to Exporting Screening Results as CSV to CRM: From Batch Verification to Customer Management

In overseas marketing, filtering valid numbers from platforms like Telegram and WhatsApp is just the first step. Only by exporting the screening results as CSV and importing them into a CRM can the data be transformed into manageable customer assets. This article explains the complete process of exporting screening results as CSV to CRM, covering field cleaning, format conversion, field mapping, and CRM import best practices—helping B2B SaaS and cross-border e-commerce teams improve lead acquisition efficiency.

What Is Exporting Screening Results as CSV? Why Integrate with CRM?

Exporting screening results as CSV refers to outputting numbers and their associated attributes (such as activity level, gender, platform identifier) detected by the platform as a CSV or TXT file. The core value of integrating with a CRM lies in:

Avoiding duplicate contacts: CRM deduplication prevents repeatedly contacting the same potential customer.
Managing customer lifecycle: Develop follow-up strategies based on activity level and platform preference (prioritize highly active numbers).
Increasing marketing ROI: Link screening results with historical data in the CRM for precise targeting and reduce ineffective outreach.

What Fields Are Included in Screening Results?

Typical exported fields include:

Field	Description
Number	International format E.164 (e.g., +8613800138000)
Platform	Telegram / WhatsApp / iMessage / RCS
Status	Active / Valid / Active / Not Activated
Activity	Last online time (e.g., active within 7 days)
Gender	Gender recognized from avatar (Telegram only)
tgid / wsid	Platform user unique ID
Detection Time	UTC timestamp of task completion

Common Pain Points of CRM Integration

Data format incompatibility: CSV delimiter, encoding, or field names don’t match, causing import failure or garbled text.
Duplicate entries: Not deduplicating on the screening platform beforehand leads to numerous duplicate contacts after CRM import.
Incorrect field mapping: Number column mapped to name, gender field ignored.
Inability to distinguish number’s platform origin: A single number may be both a Telegram and WhatsApp user, and the CRM cannot recognize multi-platform attributes.

To solve these pain points, careful preparation at every step from exporting screening results to CRM import is essential. The following steps use the KK-DATA platform as an example, but the logic applies to most screening tools.

How to Export Screening Results (CSV/TXT) from KK-DATA?

After KK-DATA completes a screening task, the result file supports CSV and TXT formats. Follow these steps for efficient export.

Step 1: Complete the Screening Task and View Results

Log in to the KK-DATA Console, go to “Task List,” and find the completed task. Click the task name or “View Details” to see the summary statistics (total, valid, active, etc.). Click the “Download Results” button to enter the export page.

Step 2: Choose Export Format and Fields

On the export page, first choose the format: CSV (comma-separated) or TXT (custom delimiter, tab recommended). Then select the fields you want to export. Recommendations:

Only select the fields actually needed by the CRM (for example, if only valid numbers are needed, just choose “Number” and “Platform”).
If the CRM supports custom tags, you can keep columns like “Activity” and “Gender”.
The more fields you include, the larger the file size and the slower the import. You can first export a simplified version when importing in batches.

Step 3: Download the File and Verify Locally

Click “Download” to get the .csv or .txt file. Open it with Notepad, VS Code, or Excel to check:

Encoding: Must be UTF‑8 without BOM (required by most CRMs).
Delimiter: CSV defaults to comma; TXT defaults to tab. After opening in Excel, confirm columns align.
Line endings: LF (Unix style) to avoid extra ^M characters being parsed by CRM.

Pre-Export Checklist

It is recommended to first confirm the import format supported by the CRM (most support CSV) and test with a small sample (10 rows) to ensure correct field mapping before importing the full file, to avoid large file import failures.

How to Import CSV/TXT Files into Major CRM Systems?

Different CRMs have slightly different import interfaces, but the core steps are the same: upload file → map fields → set deduplication rules → complete import. The following explains using a general workflow.

Field Mapping – Make the CRM “Understand” Your Data

During import, the CRM will ask you to match file columns with system fields. Common mappings:

File Column	CRM Field
Number	Phone
Platform	(Custom Field) Lead Source – select “Telegram” or “WhatsApp”
Activity	(Custom Field) Lead Score or Last Seen
Gender	(Custom Field) Gender
tgid	(Custom Field) Telegram ID

Action Tips:

If the CRM does not have predefined “Platform” or “Activity” fields, create custom fields first before importing (e.g., HubSpot’s “Custom Contact Properties”).
Store tgid/wsid in CRM custom fields for future API or manual secondary outreach (e.g., targeted messaging).

Deduplication and Cleaning After Import

CRM-side deduplication: Select “Deduplicate by phone number” during import to avoid duplicate contacts.
Screening platform-side deduplication: Before exporting from KK-DATA, use the “Data Dedup Warehouse” to cross-check against historical task data and remove numbers already detected, saving CRM space and screening costs.

Best Practices for CRM Integration of Screening Results (Checklist)

Tailored for overseas marketing scenarios, here is an actionable checklist you can print or bookmark.

Best Practice Checklist (Printable/Bookmarkable)

✅ Use the “Data Dedup Warehouse” in KK-DATA to remove duplicate numbers before export
✅ Export only the fields required by the CRM to reduce post-processing
✅ Keep file encoding UTF‑8 (no BOM) and line endings LF
✅ Import in batches (≤ 5000 rows per batch) to avoid CRM timeout
✅ Verify the number of contacts after import and check for unmatched fields
✅ Store tgid or wsid in CRM custom fields for easier future targeted outreach
✅ Test with 10 sample lines before importing the full file to confirm correct mapping

Common CRM Import Failure Causes and Solutions

Why Are CSV Fields Not Displaying?

Cause: Inconsistent delimiter, or the first row (column names) is treated as data by the CRM.
Solution: Choose the “Include Header” option when exporting; check if CSV uses comma as delimiter. If the CRM requires semicolons, you can reselect “Custom Delimiter” in KK-DATA and re-export.

Why Do Numbers Turn into Scientific Notation (e.g., 1.38E+12)?

Cause: Excel automatically converts long numbers when opening CSV.
Solution: Do not edit CSV directly in Excel. Open with a text editor or VS Code, or use a script to set the number column as text before importing into CRM. Additionally, selecting the “Number Format as Text” option during export can avoid this issue.

Why Are Some Numbers Missing or Showing Errors After Import?

Cause: File encoding error (e.g., UTF‑8 BOM causes an extra placeholder character at the beginning), or the file has too many rows causing a timeout.
Solution: Use Notepad++ to convert encoding to UTF‑8 without BOM; split large files into batches of ≤ 5000 rows.

How to Recharge Anonymously on KK-DATA and Control Screening Costs?

Before batch screening, planning your budget reasonably can avoid wasting balance. KK-DATA uses a pay-per-number model, no subscription plans—pay only for what you use.

Recharge method: USDT (TRC20), minimum approximately 50 USDT; balance updates automatically after receipt.
Cost estimation: Before submitting a task, the interface shows the estimated cost (based on detection type and number count).
Per-unit reference: Different platforms (Telegram / WhatsApp / iMessage / RCS) and detection types have different unit prices. See the official billing page or real-time prices in the console.

Tip: Test costs with a small number of numbers before large-scale screening. After importing results into CRM, follow up with high-intent customers based on activity tags to maximize ROI.

Frequently Asked Questions

Q: How to map activity/gender data from screening results to CRM?

A: Create custom fields in the CRM (e.g., “Telegram Activity”, “Gender Recognition”). Keep these columns during export and manually map them during import. If the CRM does not support custom fields, you can first export a pure number list, clean it externally, and then synchronize.

Q: What if the CSV file shows garbled characters in the CRM?

A: Usually caused by encoding mismatch. Save the file as UTF‑8 encoding (without BOM). Recommended to use Notepad++ or VS Code for saving. If still garbled, try changing the delimiter to tab (TXT) or using GB2312 encoding (compatible with some domestic CRMs).

Q: The exported numbers contain international format; will the CRM recognize them automatically?

A: Most modern CRMs (like HubSpot, Salesforce) automatically parse E.164 format (e.g., +8613800138000). If the CRM does not recognize it, you can select “Digits Only” format before export, then add the international prefix via formulas or plugins in the CRM.

Q: Which platforms does KK-DATA support for exporting data?

A: Supports Telegram, WhatsApp, iMessage, RCS, etc. The export file will indicate the platform for each number, facilitating grouped management in the CRM.

Q: Can I set up scheduled automatic export and push to CRM within KK-DATA?

A: Currently the platform does not support automatic export push. It is recommended to manually export regularly, or integrate via API (if available). Contact support for details.

Try KK-DATA now to complete your first screening batch and export the results. Import them into your CRM system to start more efficient customer management.

👉 Log in to the Console to start screening
Two-way contact support: https://t.me/kkdata_robot
Related resources: Official Website | Documentation

Complete Guide to Exporting Number Screening Results to CRM via CSV: From Batch Verification to Customer Management in One Step

关于作者