Exporting entries with Export Profiles

Q: Can I add a column with the same value on every row?

Yes. Click Add One Field , set its Type to Set Constant and type the value into Constant Value . This is useful when the tool you import into needs a source or campaign name on every row.

All plans Last reviewed October 27, 2026

An export profile is a saved layout for your entry exports: which fields become columns, in what order, and what each column is called. You need one to export more than 1,000 entries, or to keep custom fields when exporting from more than one list. Create it in the export wizard, then reuse it.

When you need an export profile

Your export	Do you need a profile?
More than 1,000 entries	Yes. The export won't start without one.
Entries from more than one list at once	Yes, to keep your custom fields. Without a profile, fields you added in the form builder are left out. Filtering to a single list also keeps them.
The same list, exported regularly	Optional, but it gives you the same columns every time.
A file for a CRM or email tool that expects particular column names	Optional, but it lets you rename the columns to match.

Before you start

Filter your entries first. The export includes exactly the entries your filters show. See Exporting entry data.
Know the column names you need. If the file is going into a CRM or email tool, check what it expects so you can match them in the profile.
A profile is reusable. Give it a name you'll recognise, and set it as the default for a list so it's chosen for you next time.

Create a profile while exporting

Open the Entries Manager and filter to the list you want to export.
Click Actions, then Export Entries, and choose Entries, or Entries & Uploaded Files to include uploads.
When the wizard asks about an export profile, choose Yes. With more than 1,000 entries, it skips the question and opens the list of profiles.
Click Add and give the profile a name.
Under Field Mappings, set up your columns:
- remove columns you don't need with the trash can icon;
- add any that are missing (see Choose what goes in each column);
- rename a column by changing its Output Field Name.
Click Save, click the profile's name, then click Select.
Enter the email address to send the file to, and click Export & Close.

Choose what goes in each column

The field list starts with the fields your form collected, which isn't always every field. Add the rest with these buttons:

Button	What it adds	Use it when
Add One Field	A single field of your choice.	You want to add a custom field, or one standard field at a time.
Add All Standard Fields	Every standard field the profile doesn't have yet. Standard fields are the ones a form can use only once: Name, Email, Address, Upload and Category.	You want everything, and will remove a few.

When you add one field, its Type sets how the column is filled:

Type	What goes in the column	Use it when
Simple Map	The value of one entry field. This is the default.	Almost always.
Set Constant	The same value on every row, typed into Constant Value.	Your import needs a fixed value, such as a source or campaign name.

Use a saved profile

Start an export as in steps 1 and 2 above.
When the wizard asks about an export profile, choose Yes.
Click the profile's name, then click Select. Exporting from a single list? Tick Save as default profile for this list and it's chosen for you next time.
Enter the email address to send the file to, and click Export & Close.

To rename, edit or delete profiles, use the Entry Profiles Manager.

What happens next

The file is emailed to the address you entered when it's ready. You'll also get a notification in ShortStack, and the export is listed in the Exports Manager, where you can download it.

If something goes wrong

What you see	What to do
The wizard won't continue without a profile	Your export has more than 1,000 entries. Choose a saved profile, or click Add to create one.
Custom form fields are missing	You exported from more than one list without a profile. Filter to a single list, or use a profile.
A field you need isn't in the profile	Click Add One Field and choose it, or Add All Standard Fields.
Entries are missing	The export includes only the entries that match your current filters. Check the filters in the Entries Manager and export again.
A column name doesn't match what your CRM expects	Change that column's Output Field Name in the profile, then export again.
You can't find the file	Check your spam folder, then open the Exports Manager and download it there.

FAQs

Why is ShortStack asking me to choose an export profile?

Your export has more than 1,000 entries. Exports that size must use a profile, so the export wizard opens the list of profiles and won't continue until you choose or create one.

Can I edit or delete a profile after I've saved it?

Yes. Rename, edit or delete profiles in the Entry Profiles Manager.

Can I add a column with the same value on every row?

Yes. Click Add One Field, set its Type to Set Constant and type the value into Constant Value. This is useful when the tool you import into needs a source or campaign name on every row.

Are deleted entries included in an export?

No. An export contains exactly the entries that match your current filters in the Entries Manager, and never deleted entries.

Where do I find the exported file?

It's emailed to you when it's ready, and it's also listed in the Exports Manager, where you can download it.

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