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Manage Data Exporting Backup Data

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Exporting Backup Data

Weekly export available in: Enterprise and Unlimited Editions

Monthly export available in: All editions, except for Database.com

To export data:

User Permissions Needed

“Data Export”

Your organization can generate backup files of your data on a weekly or monthly basis depending on your edition. You can export all of your organization's data into a set of comma-separated values (CSV) files.

Note: Users with the “Data Export” permission can view all exported data and all custom objects and fields in the

Export Service page. This permission is granted by default only to the System Administrator profile because it enables wide visibility.

You can generate backup files manually once every six days (for weekly export) or 28 days (for monthly export). You can also schedule backup files to generate automatically at weekly or monthly intervals.

1. Click Your Name > Setup > Data Management > Data Export and Export Now or Schedule Export.

• The Export Now option prepares your files for export immediately. This option is only available if enough time has passed since your last export.

• The Schedule Export option allows you to schedule the export process for weekly or monthly intervals.

2. Select the desired encoding for your export file.

3. Select

Include images, documents, and attachments

and

Include Chatter files and Salesforce

CRM Content document versions to include these items in your export data.

4. Select

Replace carriage returns with spaces

to have spaces instead of carriage returns or line breaks in your export files. This is useful if you plan to use your export files for importing or other integrations.

5. If you're scheduling your export, select the frequency (only available for organizations with monthly exports), start and end dates, and time of day for your scheduled export.

6. Under Exported Data, select the types of data to include in your export. We recommend that you select Include all data if you are not familiar with the terminology used for some of the types of data. Note the following:

• Formula and roll-up summary fields are always excluded from exports.

• If your organization uses divisions, data from all divisions is included in the export.

• If your organization uses person accounts and you are exporting accounts, all account fields are included in the account data.

• If your organization uses person accounts and you are exporting contacts, person account records are included in the contact data. However, the contact data only includes the fields shared by contacts and person accounts.

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Manage Data Exporting Backup Data

• For information on field limitations, see the Salesforce Field Reference Guide .

7. Click Start Export or Save.

Salesforce creates a zip archive of CSV files and emails you when it's ready. Exports typically finish within 48 hours of submission, and large exports are broken up into multiple files. Follow the link in the email or click Data Export to download the zip file. Zip files are deleted 48 hours after the email is sent. The 48-hour time limit doesn't include weekends, which means if your download file is ready on Thursday at 4 p.m., that file isn't deleted until Monday at 4 p.m.

Note: For security purposes, Salesforce may require users to pass a CAPTCHA user verification test to export data from their organization. This simple text-entry test prevents malicious programs from accessing your organization's data. To pass the test, users must correctly type the two words displayed on the overlay into the overlay's text box field. Note that the words entered into the text box field must be separated by a space.

Tip: Any automated processes that process the export files should rely on the column headings in the CSV files, rather than the position of the columns.

Depending on the encoding selected, you may have to make adjustments to the export file before viewing it. Use the following instructions that apply to the character encoding you selected.

Viewing Unicode (UTF-8) Encoded Export Files

If you have Microsoft Excel 2003:

1. Open Microsoft Excel.

2. Click File > New.

3. Click Data > Import External Data > Import Data.

4. Select the CSV file to open and Microsoft Excel will launch the text import wizard.

5. Select “Delimited” and choose the “Unicode (UTF-8)” option for File origin.

6. Click Next.

7. Select “Comma” in the Delimiters section and click Finish. You may be prompted to select a range of cells.

Note: If commas are not appropriate for your locale, use a tab or other delimiter.

8. Repeat these steps for each file.

If you have an earlier version of Microsoft Excel (pre 2003):

1. Open the file in Microsoft Excel.

2. Select File > Save As.

3. Save the file as type Web Page.

4. Select Tools > Options > General tab and click the Web Options button.

5. Select the Encoding tab, and then choose the “Unicode (UTF-8)” option.

6. Click OK to close the dialog boxes.

7. Select File > Save to save the file with selected encoding.

8. Repeat these steps for each file.

Viewing Unicode (UTF-16, Big Endian) Encoded Export Files

Open the export files in a text editor that supports this character set. Microsoft Excel does not support this character set.

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Manage Data Transferring Records Overview

Viewing Unicode (Little Endian) Encoded Export Files

1. Open the file in Microsoft Excel.

2. Click on column A to highlight the entire first column.

3. Open the Data menu and choose Text to Columns.

4. Select the “Delimited” radio button and click Next.

5. Select “Comma” in the Delimiters section and click Finish.

Note: If commas are not appropriate for your locale, use a tab or other delimiter.

6. Repeat these steps for each file.

Transferring Records Overview

Available in: Contact Manager, Group, Professional, Enterprise, Unlimited, Developer, and Database.com Editions

Accounts, Campaigns, Contacts, Contracts, Leads, and Cases are not available in Database.com.

User Permissions Needed

To transfer multiple accounts, campaigns, contacts, contracts, and custom objects:

“Transfer Record”

AND

“Edit” on the object type

To transfer multiple leads:

To transfer multiple cases:

“Transfer Leads” OR “Transfer Record”

AND

“Edit” on leads

“Transfer Cases” OR “Transfer Record”

AND

“Edit” on cases

A record owner, or any user above the owner in the role or territory hierarchy, can transfer a single record to another user.

With some objects, like cases, leads, and campaigns, a user may be granted access to transfer records through sharing. Depending on the type of object, there may be multiple ways to transfer records to another user:

Method

Transfer a single record

Available for

Accounts, campaigns, cases, contacts, contracts, leads, and custom objects

Transfer multiple records by selecting the records from a list view and clicking Change Owner

Cases, leads, and custom objects, which can belong to either a user or a queue

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Manage Data Transferring Records Overview

Method

Transfer multiple records using the Mass Transfer tool

Available for

Accounts, leads, and custom objects

Ability to Change Ownership

• Users with the “Modify All Data” permission, or users with the “Modify All” permission for the given object, can transfer any record, regardless of who owns the record.

• To transfer a single record or multiple records from a list view, the new owner must have at least the “Read” permission on the object type. This rule does not apply if you use the mass transfer tool.

• To transfer ownership of any single record in an organization that does not use territory management, a user must have the appropriate “Edit” permission and either own the record or be above the owner in the role hierarchy.

For example, to transfer ownership of an account, a user must have the “Edit” permission on accounts and read sharing access to the account. Additionally, the new owner of the record must have at least “Read” permission on accounts.

The Public Full Access and Public Read/Write/Transfer sharing settings give all users the ability to transfer ownership of that type of record as long as they have the appropriate “Edit” permission.

• In organizations that use territory management, users that have been assigned to territories can be enabled to transfer the accounts in their territories, even if they are not the record owner.

• To transfer campaigns, users must also have the

Marketing User

checkbox selected on their user record.

• Partner accounts can only be transferred to users with the “Manage Partners” permission.

• You cannot assign an account with Customer Portal users to an owner who is a partner user.

See Also:

Mass Transferring Records

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Manage Data Transferring Records Overview

Mass Transferring Records

Available in: Contact Manager, Group, Professional, Enterprise, Unlimited, Developer Database.com Editions

Accounts, Service Contracts, and Leads are not available in Database.com.

To mass transfer accounts and service contracts:

User Permissions Needed

“Transfer Record”

AND

“Edit” on the object type

AND

“Transfer Leads”

To mass transfer custom objects:

To mass transfer leads:

“Transfer Record”

AND

“Edit” on the object type

“Transfer Leads” OR “Transfer Record”

AND

“Edit” on leads

Use the Mass Transfer tool to transfer multiple accounts, leads, service contracts, and custom objects from one user to another.

Note: To transfer any records that you do not own, you must have the required user permissions as well as read sharing access on the records.

1. Choose Your Name > Setup > Data Management > Mass Transfer Records.

2. Click the link for the type of record to transfer.

3. Optionally, fill in the name of the existing record owner in the

Transfer from

field. For leads, you can transfer from users or queues.

4. In the

Transfer to

field, fill in the name of new record owner. For leads, you can transfer to users or queues.

5. If your organization uses divisions, select the

Change division...

. checkbox to set the division of all transferred records to the new owner’s default division.

6. When transferring accounts, you can:

• Select Transfer open opportunities not owned by the existing account owner if you want to transfer open opportunities owned by other users that are associated with the account.

• Select Transfer closed opportunities if you want to transfer closed opportunities associated with the account.

This option applies only to closed opportunities owned by the account owner; closed opportunities owned by other users are not changed.

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Manage Data Transferring Records Overview

• Select

Transfer open cases owned by the existing account owner

if you want to transfer open cases that are owned by the existing account owner and associated with the account.

• Select

Transfer closed cases

if you want to transfer closed cases that are owned by the existing account owner and associated with the account.

• Select Keep Account Team if you want to maintain the existing account team associated with the account. Deselect this checkbox if you want to remove the existing account team associated with the account.

• Select Keep Opportunity Team on all opportunities...

if you want to maintain the existing opportunity team on any opportunities associated with this account.

Note: If you transfer closed opportunities, the opportunity team is maintained, regardless of this setting.

7. Enter search criteria that the records you are transferring must match. For example, you could search accounts in California by specifying Billing State/Province equals CA .

8. Click Find.

9. Select the checkbox next to the records you want to transfer. Optionally, check the box in the column header to select all currently displayed items.

Note: If duplicate records are found, you must select only one of the records to transfer. Transferring duplicate records results in an error.

Duplicate records may display if you filter leads based on Campaign Member Status and a matching lead has the same campaign member status on multiple campaigns. For example, if you specify Campaign Member Status equals Sent , and a matching lead named John Smith has the status Sent on two campaigns, his record will display twice.

10. Click Transfer.

Transfer of Associated Items

When you change record ownership, some associated items that are owned by the current record owner are also transferred to the new owner.

Record

Accounts

Leads

Associated items that are also transferred

Contacts (on business accounts only), attachments, notes, open activities, open opportunities owned by the current account owner, and optionally, closed opportunities and open opportunities owned by other users.

Open activities. When transferring leads to a queue, open activities are not transferred.

Access to Transferred Items

When transferring accounts and their related data in Professional, Enterprise, Unlimited, and Developer Editions, all previous access granted by manual sharing, Apex managed sharing, or sharing rules is removed. New sharing rules are then applied to

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Manage Data Deleting Mass Data the data based on the new owner. The new owner may need to manually share the transferred accounts and opportunities as necessary to grant access to certain users.

See Also:

Transferring Records Overview

Deleting Mass Data

Available in: All Editions

This feature is only available in Database.com via the API. You can only mass delete records of custom objects in

Database.com.

To mass delete data:

User Permissions Needed

“Modify All Data”

You can delete multiple cases, solutions, accounts, contacts, leads, products, or activities at one time. Before you use mass delete, we strongly suggest you run a report to archive your information. We also strongly advise you to run a weekly export

of your data; see Exporting Backup Data

on page 354.

To delete multiple records:

1. Click

Your Name

> Setup > Data Management > Mass Delete Records.

2. Click the link for the type of record to delete.

3. Review the information that will be deleted along with the records.

4. Specify conditions that the selected items must match, for example, “State equals California.”

5. When deleting accounts, check the appropriate boxes if you want to delete accounts with attached closed/won opportunities or attached opportunities owned by other users.

6. When deleting products, check

Archive Products...

if you want to include products that are on opportunities.

Archived products are not moved to the Recycle Bin. Check this option to:

• Delete products that are not on opportunities and move them to the Recycle Bin.

• Archive products that are on opportunities. These products are not moved to the Recycle Bin and cannot be recovered.

Leave this box unchecked to delete only those products that are not on opportunities. Selected products that are on opportunities will remain checked after the deletion to indicate they were not included in the deletion.

7. Choose Search to find records that match.

8. Select the box next to the items you want to delete. Optionally, check the box in the column header to select all currently displayed items.

9. To permanently delete records, select

Permanently delete the selected records

. Please note that selecting this option prevents you from recovering the selected records from the Recycle Bin.

10. Click Delete. If you did not select

Permanently delete the selected records

, deleted items are moved to the

Recycle Bin.

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Manage Data Deleting Mass Data

Notes on Using Mass Delete

Consider the following when using mass delete:

• You can delete up to 250 items at one time.

• When you delete a record, any associated records that display on that record's related lists are also deleted.

• Accounts and contacts associated with cases cannot be deleted.

• Partner accounts with partner users cannot be deleted.

• Contacts enabled for Self-Service, and their associated accounts, cannot be deleted.

• When deleting products, all related price book entries are deleted with it.

• Products on opportunities cannot be deleted, but they can be archived.

• When you delete activities:

◊ Any archived activities that meet the conditions are also deleted.

◊ Requested meetings aren't included in the mass-delete until they're confirmed and automatically converted to events.

• The child events of a recurring event are not displayed in the list of possible items to delete, but they are deleted along with their associated event series.

• Deleting a master solution does not delete the translated solutions associated with it. Instead, each translated solution becomes a master solution.

• Deleting a translated solution removes the association with its master solution.

Sample Uses for Mass Delete

The following examples illustrate some common uses of mass delete.

• You imported your organization's leads incorrectly and you want to delete those imported leads. View the Using Mass

Delete to Undo Imports document for complete instructions.

• A user named John Smith recently left your organization, and he had several contacts that were duplicates of other users' data. To delete these duplicate contacts, select contacts as the record type to delete and enter “Owner Alias equals jsmith.”

• Your organization may have formerly entered all leads as accounts with the Type field set to “Prospect.” You now want to convert these accounts into leads. To do this, run a report of these accounts, export it to Excel, and then use the Import

My Organization’s Leads wizard to import the data as leads. Then using mass delete, select accounts as the record type to delete and enter “Type equals Prospect” to locate all accounts you want to delete.

• You want to delete all the leads that have been converted for your organization. Select the lead record type, enter “Converted equals 1” for the search criteria, then choose Search.

You might also want to use mass delete to clean up any old records you may have, to delete web-generated leads that were created incorrectly, or to delete accounts and contacts with whom you no longer do business.

See Also:

Undoing an Import

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Manage Data Mass Updating Addresses

Mass Updating Addresses

Available in: All Editions except for Database.com.

To mass update addresses:

To mass update addresses of contracts:

User Permissions Needed

“Modify All Data”

“Modify All Data”

AND

“Activate Contracts”

Use mass updating addresses to standardize on one naming convention for a country and state/province for your organization’s existing address fields in accounts, contacts, contracts, and leads. For example, instead of having multiple records with US,

USA, or United States in the address fields, you can use mass updating addresses to enter one name, such as US, for all of the records.

Note: Mass updating addresses allows you to make data in text-based state and country fields more consistent. An

alternative is to switch to state and country picklists, a beta feature in Spring ’13. See State and Country Picklists—Beta .

1. Choose

Your Name

> Setup > Data Management > Mass Update Addresses.

2. Select the type of data to update - Countries or State/Province . If you chose State/Province , enter the country in which to update the state or province. Click Next to continue.

3. Select the values to update and click Add. The Selected Values box displays the values that will be updated. To remove values, click Remove.

The Available Values box displays the address values found in existing records. To find additional addresses to update together as a group, enter all or part of a value and click Find.

If your organization has large amounts of data, instead of using the Available Values box, enter existing values to update in the text area. Each value should be separated by a new line.

4. In the Replace selected values with field, enter the value with which to replace the specified address data, and click Next. If your organization has large amounts of data, this field is called

Replace entered values with

.

The number and type of address records which will be updated in your organization are displayed. If your organization has large amounts of data, only the values that will be updated are displayed.

5. Click Replace to update the values.

Tips on Mass Updating Addresses

• As a best practice, update countries first, and then update states or provinces within that newly standardized country value.

• Use the mass updating address tool to convert inconsistent address formats to one international standard, such as ISO codes. For a list of ISO codes, see the International Organization for Standardization website.

• Use the mass updating tool regularly to cleanse your address data of inconsistent values created by users or via import, sync, or the Force.com API.

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Manage Data Scalability FAQ

• Any country or state/province value can be created manually or via import, sync, or the Force.com API. Address values are not validated upon creation.

• Remember to change filter conditions to reflect any address updates. For example, if you change “United States” to “US,” then assignment rules, Web-to-Lead, Web-to-Case, Email-to-Case, and On-Demand Email-to-Case will continue to use “United States” unless updated to “US.”

Scalability FAQ

•

How scalable is Salesforce?

•

Will I see a degradation in performance as Salesforce’s subscriber base grows?

•

Can I house a backup of my data at my own site?

How scalable is Salesforce?

The service has the capacity to scale to the largest of teams. The architecture behind the service was designed to handle millions of users. We scale as rapidly as our customers require.

Will I see a degradation in performance as Salesforce’s subscriber base grows?

No. We are very conscious of performance and have designed the service to be scalable in such a way that we can constantly stay ahead of customer demand. Our architecture allows us to easily add web and application servers to accommodate more users. The system architecture also allows us to add more database servers as needed to accommodate more users. In addition, the facility that houses our servers provides us with guaranteed bandwidth, which we can increase as needed.

Can I house a backup of my data at my own site?

In order for you to house your own data, it would require you to own an Oracle license, database hardware, application server hardware, and application server license, and also have an Oracle DBA on staff. In order to keep administration and overall total cost of ownership down, we handle all of this for you.

However, you can sign up to receive weekly backup files of your Salesforce data.

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