Complete Guide to Number Screening Platform Export Formats: CSV, TXT, and CRM Integration

In overseas customer acquisition scenarios, batch number screening is only the first step. How to efficiently export the screening results and directly import them into CRM, marketing systems, or Excel often determines whether the data can be quickly converted into effective leads. Many teams spend a lot of time manually organizing fields, fixing encoding issues, and handling duplicate records, all because they lack a clear understanding of the compatibility of number screening platform export formats. This article starts from an actual workflow, compares the pros and cons of CSV, TXT, and other formats, and provides step-by-step guidance on seamlessly integrating screening results with CRM while avoiding common mistakes.

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Why Does the Export Format of a Number Screening Platform Directly Affect Customer Acquisition Efficiency?

The core value of a number screening platform lies in batch verification of number validity, activity level, gender, platform attribution, and other attributes. The export format determines whether this structured data can be directly consumed by downstream systems.

• Poor format compatibility → Requires additional cleaning using Python, Excel formulas, or manual work → Wastes 1–3 days per operation; more people involved increases error rates.
• Missing or misaligned fields → After importing into CRM, numbers don’t match, activity fields are empty → Leads to failed marketing campaign delivery, wasting budget.
• Encoding errors → Chinese field names become garbled → Requires re-export, consuming balance repeatedly.
• Duplicate numbers not removed → Same customer receives multiple private messages → Complaints and account suspension.

Therefore, understanding the characteristics of CSV, TXT, and other formats in advance, and optimizing export settings according to CRM requirements, is a key step to improving customer acquisition efficiency.

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What Are the Common Export Formats of Number Screening Platforms? What Are Their Pros and Cons?

Most number screening platforms (including KK-DATA) support mainstream data formats, but different formats suit different scenarios.

CSV — The Most Common Structured Format

CSV (Comma-Separated Values) is the most widely supported format for CRM, Excel, and databases. Its advantages include:

• Field alignment: Each column corresponds to an attribute (e.g., number, platform, activity, gender).
• Customizable delimiters: Usually comma or tab.
• Headers can be set: The first row defines column names, making automatic mapping in CRM easier.
• Supports UTF-8 encoding: Avoids Chinese garbled text (recommend using UTF-8-BOM for Excel compatibility).

Notes:

• If a phone number field contains a comma (rare), it may cause column misalignment; check before exporting.
• When there are many fields (>50 columns), some older Excel versions may truncate.
• If the CRM requires pure numbers, choose “remove international prefix” during export or clean later.

TXT — Simple but Needs Custom Parsing

TXT files usually have one record per line, suitable for scenarios that only need a list of numbers (e.g., bulk group joining, SMS sending). Pros and cons:

• Pros: Extremely small file, no extra delimiters, easy to preview.
• Cons: No structured fields; cannot directly distinguish between “valid/invalid” status; if multiple fields are needed, you must manually agree on a delimiter (e.g., tab) and define it during CRM import.

Use case: Quick verification of whether numbers are active, or when only a number list is needed for secondary processing.

Other Formats (Excel, JSON) and Their Use Cases

• Excel (.xlsx): Suitable for visual inspection of small amounts of data (less than 10,000 records), allows direct viewing of screening results. However, when importing into CRM, it must be converted to CSV, otherwise compatibility is poor.
• JSON: Suitable for API integration or programmatic processing. JSON preserves full nested structure but is not human-readable; typically used in development scenarios.

Format	Field Readability	CRM Import Compatibility	Single File Capacity	Encoding Considerations
CSV	High (clear headers)	Very high (most CRMs natively support)	Supports large files (watch row count)	Recommend UTF-8-BOM
TXT	Low (no distinction)	Low (requires manual parsing)	Very high	Recommend UTF-8
Excel	High (visual)	Medium (convert to CSV first)	Limited (usually ≤1 million rows)	Limited UTF-8 support
JSON	Low (developer-friendly)	High (API import)	Medium	UTF-8

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How to Directly Use the Export Results of a Number Screening Platform for CRM Import?

The key steps for importing screening results into CRM are field mapping and format alignment. Below is an example with common CRMs (e.g., Salesforce, HubSpot, Zoho).

Field Mapping Tips: One Number Corresponds to Multiple Attributes

A number screening platform returns multiple detection attributes, for example:

• Number validity (Yes/No)
• Activity level (Active in 7 days / Active in 30 days / Dormant)
• Gender identification (Male/Female/Unknown)
• Platform (Telegram / WhatsApp / iMessage)

When importing into CRM, it is recommended to:

1. Map the “number” field to the CRM’s Phone or Mobile field.
2. Map the “platform” field to a custom field Source_Platform.
3. Map the “activity level” to Engagement_Score (values like 7/30/0 can represent different levels).
4. Map the “gender” to a Gender field (if needed).

Best practice: Create a header mapping table (two columns in Excel: Screening field name → CRM field name) for quick reference during import.

Common CRM Import Format Requirements — CSV First Rows Must Be Headers

• Salesforce: The first row of CSV must be field API names or labels; date format requires YYYY-MM-DD; phone numbers should include international code like +86.
• HubSpot: Supports automatic CSV header recognition, but field names must be mapped in the “import settings”; use Phone Number format for the number column (spaces allowed).
• Zoho: Also relies on headers, supports custom fields; encoding must be UTF-8, otherwise Chinese characters become garbled.

Steps:

1. When exporting from the screening platform, choose CSV and check “Include headers”.
2. After exporting, use a text editor (e.g., Notepad++, VS Code) to verify the encoding is UTF-8.
3. Use the CRM’s import wizard to upload and map fields one by one.
4. Test with 10 records first: Check that number format and field values are correct after import.

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What Data Checks Should Be Done Before Exporting to Avoid Import Failures?

Go through the following checklist before each export to save a lot of troubleshooting time:

• Handle empty values: Should records with empty “activity level” be kept? If the CRM field is required, set a default value (e.g., “Unknown”).
• Illegal characters: Are there spaces, parentheses, or hyphens in the numbers? If the screening platform has the option, check “Clean format”.
• Duplicate numbers: Use the screening platform’s “data deduplication repository” feature to merge results from multiple tasks, ensuring unique numbers for CRM import.
• Encoding settings: Save CSV files as UTF-8-BOM (Excel displays Chinese correctly); use UTF-8 for TXT files.
• Column order: Some CRMs require a fixed column order (e.g., Phone must be in the first column). After exporting, adjust column order with a text editor.
• File size: Single files should not exceed 100,000 rows (most CRMs limit 1–50,000 rows per batch). If larger, split into multiple files and import in batches.

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KK-DATA Platform Export Formats and CRM Integration Instructions

On the KK-DATA console (https://app.kkdata.cc/), after completing number screening, the following export formats and settings are supported:

• CSV export: Option to include headers, customize header names (e.g., Phone, Status, Gender), set number format (international format / pure digits).
• TXT export: Plain number list, one per line, suitable for simple scenarios.
• Data deduplication repository: Cross-task number deduplication and unified export, avoiding duplicate numbers consuming CRM quota. This is the most commonly used feature for batch customer acquisition teams.

CRM integration recommendations:

• If the CRM requires specific field names, name the headers accordingly during export for direct mapping.
• For bulk import into HubSpot, consider using KK-DATA’s custom CSV header feature to pre-set fields like first_name, last_name, phone (screening results like gender and activity can be mapped to custom properties).
• The documentation center provides detailed export parameter instructions: refer to Export Format Documentation.

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An Export Checklist

Standardize the following steps in team collaboration:

Before export

• Confirm that the required fields are included in the screening task (e.g., activity, gender).
• Use the “data deduplication repository” to remove duplicate numbers.
• Record the task ID for future verification.

During export

• Choose CSV format, check “Include headers”.
• Choose number format: international format (+86 138…) or pure digits (based on CRM requirements).
• Name the file including date and task type (e.g., 20250310_TG_Active.csv).

Before CRM import

• Open the file with a text editor and check encoding (UTF-8-BOM).
• Randomly sample 5 rows to confirm field values are correct.
• Test CRM mapping with 5 records before importing.
• After normal import, immediately verify data completeness in CRM (number count, empty value ratio).

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Frequently Asked Questions

Q: When exporting CSV from a number screening platform, should the phone number format retain +86 or remove it?
A: It is recommended to keep the international format (e.g., +86138xxxx) because most CRMs and SMS platforms support automatic recognition. If the CRM requires pure numbers, you can replace them uniformly after export.

Q: How can a TXT file be imported into CRM with multiple fields?
A: TXT generally has no fixed delimiter. If multiple fields are needed, use tabs or a specified delimiter and manually define them during CRM import. CSV is recommended as a priority.

Q: Can detection results from different platforms (Telegram, WhatsApp) be merged and exported?
A: Yes. KK-DATA supports exporting by task, and you can also use the “data deduplication repository” to merge and deduplicate data before exporting a combined CSV for unified management in CRM.

Q: What should I do if the CRM shows “invalid phone number format” after import?
A: Check for spaces, parentheses, or hyphens; ensure only digits and the + sign remain; remove all spaces. Alternatively, you can batch clean using Excel formulas.

Q: The number screening platform exports over 100,000 records, and CRM import is too slow. Any solutions?
A: Split the large file into multiple files of less than 10,000 records each and import them in batches, or check if the CRM supports bulk API upload. Control single file size during export.

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Mastering the selection techniques of number screening platform export formats can save your team a lot of manual processing time, allowing you to focus directly on customer acquisition and conversion. If you have specific questions about CRM integration, feel free to seek help through the channels below.

👉 Experience efficient export now: Log in to the console https://app.kkdata.cc/
🤖 Having issues with export integration? Contact customer service https://t.me/kkdata_robot
📄 More export format details in the documentation: https://docs.kkdata.cc/
🌐 Official website: https://kkdata.cc/