Export limits & approvals

Export limits and approvals give you system-wide control over CSV exports in SwiftFox. You can cap how many records a user can export at once and require admin approval for any export that goes over the limit. This strengthens data security by preventing unrestricted exports of large portions of your account's data, while still allowing controlled access when it is genuinely needed.

The feature is configured in two places — user groups (both the Approve Exports permission and the export limits) and a dedicated Manage exports area used by both admins and standard users.

How it works

• Export record limits are set per team — a user group with This role is a team ticked — as the maximum number of records that group can export at once.
• Limits are configured separately for general exports and mail merge exports (mail merge ties into Documents).
• If a user belongs to more than one team with a limit, the highest export limit applies.
• When a user tries to export more records than their limit allows, the export is held and submitted for admin approval with a reason.
• Admins with the Approve Exports permission review requests and approve or reject them.
• Manage exports provides a central record of all export activity and a full audit trail.

Enable export approvals

Give the right admins the ability to approve or reject export requests. Approve Exports is a group permission, so enable it on the user group your approvers belong to.

1. Go to Settings → Users & access → User groups.
2. Open the user group your approvers belong to.
3. On the Permissions tab, find Approve Exports under List Management (use the Filter Permissions search to jump to it).
4. Turn the toggle on so that group's members can approve or reject export requests.

Set export limits for a team

Limits are defined on the Group settings tab of a team. Export limits apply to teams only, so the user group must have This role is a team ticked.

1. Go to Settings → Users & access → User groups.
2. Select the user group you want to edit, and make sure This role is a team is ticked.
3. Open the Group settings tab.
4. Scroll to the Export limits section.
5. Turn on the limit you want and set the maximum number of records, per feature (the screen reads "Set the maximum records this group can export per feature"):
   • Limit general exports
   • Limit mail merge exports
6. Leave a limit turned off (the screen reads "Leave blank for no limit") for no limit on that export type.

If a user belongs to multiple teams with different limits, the highest limit applies.

Exporting above the allowed limit

What a user sees when an export exceeds their limit:

1. The user attempts to export a List Builder list that exceeds their allowed limit.
2. An Export limit exceeded message is shown.
3. The user enters a Reason for request.
4. The export request is submitted for approval.
5. The request appears as Pending approval in Manage exports.

If the export is below the limit, it completes immediately with no approval needed.

Approve or reject an export request

1. Open Manage exports.
2. Select the Pending approval tab.
3. Locate the export request.
4. Select the Review button on the request row.
5. Review the request information.
6. At the bottom of the request details, choose one of the following:
   • Approve to allow the export.
   • Reject to deny the export.
   • Close to exit without taking action.

Open the Manage exports page

Manage exports opens the Exports page. There are two ways in:

• Click your profile icon in the top right and select Manage exports, or
• Open a related notification and select View in exports.

Manage exports as an admin

Select All Exports at the top of the Exports page to oversee export activity across the whole account.

• View all export requests in one place.
• Switch between the Approved, Pending approval and Rejected tabs.
• Review export details, including the request reason, record count, approver, and approval date.
• Download completed exports requested by anyone. Admins with the Approve Exports permission see a Download action on completed exports in All Exports, including exports other users requested.
• Only the person who requested an export can delete it, using Delete export. Exports requested by other users have no delete option.

View exports as a standard user

Select My Exports on the Exports page to track your own activity.

• See your approved, pending, and rejected exports.
• Download completed exports when they are available.

How this fits with the rest of permissions

• Export limits are defined on a team's Group settings tab (Export limits).
• The Approve Exports permission is controlled on the user group's Permissions tab (List Management → Approve Exports).
• Manage exports provides a full audit trail of export activity.
• The underlying ability to export at all is governed by the List Builder Export group feature toggle.

Together these support data governance and controlled access to sensitive data.

FAQs

What happens if a user exports below their limit?

The export completes immediately without approval.

What happens if a user exports above their limit?

The request is sent for admin approval, along with the reason the user entered.

Who can approve export requests?

Users with the Approve Exports permission enabled.

Where do I approve export requests?

In Manage exports, under the Pending approval tab, using the Review button.

Can users see their own export requests?

Yes — select My Exports on the Exports page.

What if a user belongs to multiple teams?

The highest export limit applies.

Can export limits be removed?

Yes. Turn the limit off on the team's Group settings tab to remove the restriction.