How to find and export your Pipedrive data.

Pipedrive has no single page showing total data size. The list view summary shows the total number of deals in a view, and the row count of each export file gives the number for other item types. A global admin sees every record, so report the combined count as records.

At a glance

Report in: records
Category: CRM
Checked: September 2026

Check your data

Where Pipedrive shows how much you have.

Sign in as a global admin so visibility groups do not hide any records.
Open Deals in list view with no filter, then click the i icon next to the sync button. The summary shows the total number of deals included in the view.
For leads, people, organizations, activities and notes, run the exports below and count the rows in each file.

Plan and role. Only global admins see every record, because other users only see items allowed by their visibility group.

What to report on the Polyshares intake.

Report Pipedrive in records. The intake also asks how many years the company has used it and how many seats it has.

Add the deals count to the row counts for leads, people, organizations, activities and notes, and enter the total as records. For years in use, sort the deals export by deal created date and note the oldest year, and for seats count the active users in your company account.

Export the full history.

As a global admin, open the account menu in the top right and go to Tools and apps > Export data.
Pick an item type such as Deals, Leads, People, Organizations, Products, Activities, Projects, Notes or Files, choose Excel or CSV, and click export.
Download each file from the Generated exports list with the cloud icon, and repeat for every item type.

Only global admins can export by data type from the Export data tab. Regular users need the Export data from list views permission and can only export what their visibility group allows. Exports include default, custom and system fields plus ownership and linked records. Generated files stay available for 28 days.

The intake only needs the size, so you do not have to run an export to fill it in. You also do not need to clean or scrub an export. Polyshares handles anonymization before anything moves.

Why Pipedrive data has value for AI training.

Pipedrive deals move through named pipeline stages with activities and notes attached, so the data shows how a small sales team actually works a deal and whether it was won or lost.

What stays private.

Each item type exports as its own file, so the company can hold back people or organization contact fields and share only deals and activities.

We anonymize identifying details before anything moves. Polyshares does that work, so your team does not have to scrub records first.

Your company keeps ownership of its data. The license is bounded to defined material and a defined use.

Polyshares is the buyer and pays your company directly. There is no fee or commission, and Polyshares reviews the record before it makes any offer.

Common questions about Pipedrive data.

Who can export data in Pipedrive?

Global admins can export any item type from Tools and apps. Regular users can export from list views only if their permission set includes Export data from list views.

How long are Pipedrive export files kept?

Exported files are available for 28 days in the Generated exports list.

Why is my export missing records?

Exports only include items visible to you under your visibility group. Run the export as a global admin to capture everything.

Source: Exporting data from Pipedrive, Permission sets, How can I see the total value of my deals?. Checked September 2026.

Put your numbers on the intake.

List your systems, their sizes and your headcount in one intake. Polyshares reviews the record and prices it. There is no fee or commission to your company.