Export Contact Notes

The Notes Audit Export creates a CSV containing notes connected to the contacts currently displayed on your Contacts page.

This includes notes from the contact record as well as related households, products, opportunities, transactions, appointments, and workflow steps.

Caution

⚠️ Owner access required: The Notes Audit Export is only available to account Owners because the export may contain information across the entire account, regardless of individual user product permissions.

See Swivel User Roles & Permissions to learn more.

How to Export Contact Notes

1. Go to Contacts.

2. If needed, use the search or Advanced Filters to narrow the contacts included in your export.

3. Select the three-dot menu in the upper-right corner of the Contacts page.

4. Select Export Notes.

5. Review the export details, then select Export.

6. Keep the browser tab open while Swivel prepares the file. When the export is complete, select the download link to download the CSV.

   If you close the tab, navigate away, or lose your connection before the export finishes, you’ll need to run.

Note

📌 Note: The export includes the contacts currently displayed by your Contacts filters. If you don’t apply filters, the export includes all contacts in your account.

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What’s Included in the Export?

For the contacts included in your export, Swivel gathers notes associated with:

• Contact records
• Households
• Products
• Transactions
• Opportunities
• Appointments
• Related workflow steps

The CSV also provides information such as the contact name, source of the note, note text, tags, creation and update dates, and the user who last updated the note.

Tip

🔍 Tip: Archived notes are also included. The state column identifies whether each note is active or archived.

What Isn’t Included?

The Notes Audit Export does not currently include:

• Note edit history: The export shows the note’s current text, along with when and by whom it was last updated. It does not show previous versions.
• Note date-range filtering: You can filter which contacts are exported, but not notes by date before running the export. You can use the created_at column to filter the CSV afterward.
• Note titles or pinned status
• Attachments or documents: Only the note text is exported.

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Best Practices

Before Exporting a Large Number of Contacts

We recommend filtering your Contacts list before exporting whenever possible.

Notes exports can become large because a single contact may have notes associated with multiple related records. For larger accounts, narrowing the Contacts list by criteria such as advisor or category can make the resulting file easier to work with.

Tip

🔍 Tip: Excel supports just over one million rows. If your export could exceed that limit, create smaller exports by filtering your Contacts list first.

Keep the Export Window Open

Your download link appears in the export progress window when the file is ready. It is not sent by email or saved to a download history.

If you close the tab, navigate away, or lose your connection before the export finishes, you’ll need to run the export again.

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Frequently Asked Questions

Why Do Some Notes Appear More Than Once?

The export contains one row per contact and note.

For example, if a household note applies to three contacts in the household, that note will appear once for each contact. This allows you to filter the CSV to an individual contact and still see all notes associated with that person.

If you need to determine the number of unique notes, use the note_id column. Rows with the same note_id represent the same note associated with multiple contacts.

I don’t see Export Notes. Why?

Export Notes is available to account Owners. If you don’t see the option, ask an Owner at your firm to run the export.

Can I export notes for a specific date range?

Not currently. Narrow the contacts before exporting if needed, then use the created_at column in the CSV to filter notes by date.

Are archived notes included?

Yes. Use the state column to identify active and archived notes.

Why does the same note appear more than once?

Notes associated with multiple contacts, such as household notes, may appear once for each applicable contact. Check the note_id column: rows with the same ID represent the same note.

Can I see whether a note was edited?

The export shows when a note was last updated and who updated it, but it does not provide the note’s previous text or full edit history.

I closed the export window. Where can I find my download?

You’ll need to run the export again. The download link is only available from the progress window after the export finishes.