Export Backup Data from Salesforce. salesforce Salesforce Organization
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Set Up and Maintain Your Salesforce Organization Export Backup Data from Salesforce
Export Backup Data from Salesforce
Your Salesforce org can generate backup files of your data on a weekly or monthly basis depending on your edition. You can export all your org’s data into a set of comma-separated values (CSV) files.
EDITIONS
Note: Users with the “Weekly 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.
Available in: both Salesforce
Classic and Lightning
Experience
You can generate backup files manually once every 7 days (for weekly export) or 29 days (for monthly export). In Professional Edition and Developer Edition, you can generate backup files only every 29 days. You can schedule backup files to generate automatically at weekly or monthly intervals (only monthly intervals are available in Professional Edition and Developer Edition).
Heavy traffic can delay an export delivery. For example, assume that you schedule a weekly export to run until the end of the month, beginning April 1. The first export request enters the queue, but due to heavy traffic, the export isn’t delivered until April 8. On April 7, when your second export request is scheduled to be processed, the first request is still in the queue. So, the second request isn’t processed until April 14.
Weekly export available in:
Enterprise, Performance, and Unlimited Editions
Monthly export available in:
All editions, except for
Database.com
USER PERMISSIONS
Note: Only active users can run export jobs. If an inactive user schedules an export, error emails are generated and the export doesn’t run.
1. From Setup, enter
Data Export
in the
Quick Find
box, then select Data Export and
Export Now or Schedule Export.
To export data:
•
“Weekly Data 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.
Note: Including special content in the export increases data export processing time.
4. If you want to have spaces instead of carriage returns or line breaks in your export files, select
Replace carriage returns with spaces
. This selection 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 orgs with monthly exports), start and end dates, and time of day for your export.
6. Under Exported Data, select the types of data to include in your export. If you aren’t familiar with the terminology used for some of the types of data, we recommend that you select Include all data. Note the following:
•
Formula and roll-up summary fields are always excluded from exports.
•
If your org uses divisions, data from all divisions is included in the export.
•
If your org uses person accounts and you are exporting accounts, all account fields are included in the account data.
•
If your org 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.
•
For information on field limitations, see the
Salesforce Field Reference Guide
.
7. Click Start Export or Save.
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Set Up and Maintain Your Salesforce Organization Export Backup Data from Salesforce
Salesforce creates a zip archive of CSV files and emails the user who scheduled the export when it’s ready. The email address for this notification can’t be changed. Exports complete as soon as possible, however we can't guarantee the date and time of completion.
Large exports are broken up into multiple files. To download the zip file, follow the link in the email or click Data Export. Zip files are deleted 48 hours after the email is sent.
Note: For security purposes, Salesforce can require users to pass a CAPTCHA user verification test to export data from their org. This simple text-entry test prevents malicious programs from accessing your org’s data. To pass the test, users must correctly type the two words displayed in the overlay’s text box. The words entered in the text box must be separated by a space.
Tip: Ensure that any automated processes that process the export files rely on the column headings in the CSV files, rather than the position of the columns.
Backup Data Export Considerations
No Sandbox Support
The data export service isn't supported in sandboxes. You can request an export in your sandbox, but the export doesn’t get processed and doesn’t complete. The only way to remove the export request after it’s been queued is to refresh your sandbox.
File Size Considerations
If the size of data in the org is large, multiple .csv files and .zip archives are created.
•
A single .csv file can hold up to approximately 150 MB of data. If an object contains more than 150 MB of data, multiple .csv files are created for the object.
•
Each .zip archive file contains one or more .csv files and can be up to 512 MB (approximately). If the total size of exported data is greater than 512 MB, the export generates multiple .zip files.
Adjust Export Files
Depending on the encoding selected, you might have to make adjustments to the export file before viewing it. Use the following instructions that apply to the character encoding you selected.
•
View Unicode (UTF-8) Encoded Export Files
•
View Unicode (UTF-16, Big Endian) Encoded Export Files
•
View Unicode (Little Endian) Encoded Export Files
View 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. In the Microsoft Excel text import wizard, select the CSV file.
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 might be prompted to select a range of cells.
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Set Up and Maintain Your Salesforce Organization Export Backup Data from Salesforce
Note: If commas aren’t appropriate for your locale, use a tab or other delimiter. Specify your delimiter in Data Loader Settings
(Settings | Settings).
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. To close the dialog boxes, click OK.
7. To save the file with selected encoding, select File > Save.
8. Repeat these steps for each file.
View 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.
View Unicode (Little Endian) Encoded Export Files
1. Open the file in Microsoft Excel.
2. Click 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 aren’t appropriate for your locale, use a tab or other delimiter. Specify your delimiter in Data Loader Settings
(Settings | Settings).
6. Repeat these steps for each file.
440
Set Up and Maintain Your Salesforce Organization Transferring Records
Transferring Records
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
Transfer multiple records using the Mass Transfer tool
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 “Read” and “Edit” 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.
Changing Ownership for Portal Accounts
•
To transfer a Partner account, you must have the “Manage Users” or “Manage External Users” permission.
•
If you are the owner of a Customer Portal account and want to transfer the account, you can transfer the account to any user in your same role without the need for special permission. You cannot transfer a Customer Portal account to a user with a higher or lower role.
EDITIONS
Available in: Salesforce
Classic
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Accounts, Campaigns,
Contacts, Contracts, Leads, and Cases are not available in Database.com.
Contracts are available in:
Performance and
Developer Editions and in
Professional, Enterprise, and Unlimited Editions with the Sales Cloud.
USER PERMISSIONS
To transfer multiple accounts, campaigns, contacts, contracts, and custom objects:
•
“Transfer Record”
AND
“Edit” on the object type
To transfer multiple leads:
•
“Transfer Leads” OR
“Transfer Record”
AND
“Edit” on leads
To transfer multiple cases:
•
“Transfer Cases” OR
“Transfer Record”
AND
“Edit” on cases
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Set Up and Maintain Your Salesforce Organization Transferring Records
•
Partner accounts can only be transferred to users with the “Manage External Users” permission.
•
To transfer a Portal account with both Customer and Partner Portal users, you must have the “Manage Users” permission.
•
You cannot assign an account with Customer Portal users to an owner who is a partner user.
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Transferring Records
Mass Transfer Records
Use the Mass Transfer tool to transfer multiple accounts, leads, service contracts, and custom objects from one user to another.
EDITIONS
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. From Setup, enter
Mass Transfer Records
in the
Quick Find
box, then select
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
to transfer open opportunities owned by other users that are associated with the account.
•
Select
Transfer closed opportunities
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.
•
Select
Transfer open cases owned by the existing account owner
to transfer open cases that are owned by the existing account owner and associated with the account.
•
Select
Transfer closed cases
to transfer closed cases that are owned by the existing account owner and associated with the account.
•
Select
Keep Account Team
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
to maintain the existing team on opportunities associated with this account. Any opportunity splits are preserved, and split percentages assigned to the previous owner transfer to the new one.
If this box is unchecked, all opportunity team members and splits are deleted when the opportunity is transferred.
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer and
Database.com Editions
Service Contracts available in: Professional, Enterprise,
Performance, Unlimited, and Developer Editions with the Service Cloud
Accounts and Leads not available in: Database.com
USER PERMISSIONS
To mass transfer accounts and service contracts:
•
“Transfer Record”
AND
“Edit” on the object type
AND
“Transfer Leads”
To mass transfer custom objects:
•
“Transfer Record”
AND
“Edit” on the object type
Note: If you transfer closed opportunities, the opportunity team is maintained, regardless of this setting.
To mass transfer leads:
•
“Transfer Leads” OR
“Transfer Record”
AND
“Edit” on leads 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.
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Set Up and Maintain Your Salesforce Organization Transferring Records
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, Performance, 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 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:
444
Set Up and Maintain Your Salesforce Organization Deleting Multiple Records and Reports
Deleting Multiple Records and Reports
You can delete multiple reports or records at one time.
The record types you can mass-delete include cases, solutions, accounts, contacts, leads, products, and activities.
Here are some ways mass delete might be handy.
•
You’ve identified multiple reports that are no longer used and you want to unclutter the list of reports on the Reports tab.
•
You imported your organization’s leads incorrectly and you want to start over.
•
A user who recently left your organization had contacts that were duplicates of other users’ data and you want to delete these duplicate contacts.
•
Your organization used to enter leads as accounts with the
Type
field set to “Prospect.” You now want to convert these accounts into leads.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
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.
Tip:
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.
USER PERMISSIONS
To mass delete data:
•
“Modify All Data”
•
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 want to clean up web-generated leads that were created incorrectly, or delete accounts and contacts with whom you no longer do business.
1. We strongly suggest you run a report to archive your information. You should also run a weekly export of your data; see
on page 438.
2. From Setup, enter
Mass Delete Records
in the
Quick Find
box, then select Mass Delete Records and 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. If you’re deleting accounts, specify whether you want to delete accounts with attached closed/won opportunities or attached opportunities owned by other users.
6. If you’re deleting products, check Archive Products if you also want to delete products that are on opportunities.
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, and select the items you want to delete. Optionally, check the box in the column header to select all currently displayed items.
8. To permanently delete records, select
Permanently delete the selected records
.
Important: Selecting this option prevents you from recovering the selected records from the Recycle Bin.
9. Click Delete.
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Set Up and Maintain Your Salesforce Organization Notes on Using Mass Delete
If you did not select
Permanently delete the selected records
, deleted items are moved to the Recycle Bin.
SEE ALSO:
Using Mass Delete to Undo Imports
Notes on Using Mass Delete
Consider the following when using mass delete:
General Notes About Mass-Deleting
•
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.
•
Only reports in public report folders can be mass-deleted.
•
You can’t mass-delete reports that are attached to dashboards, scheduled, or used in reporting snapshots.
EDITIONS
Available in: Salesforce
Classic
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.
Notes About Mass Delete for Sales Teams
USER PERMISSIONS
•
You can’t delete partner accounts that have partner users.
•
Products on opportunities cannot be deleted, but they can be archived.
•
When you mass-delete products, all related price book entries are deleted with the deleted products.
To mass delete data:
•
“Modify All Data”
•
When you delete activities, any archived activities that meet the conditions are also deleted.
•
When you delete activities, requested meetings aren’t included in the mass-delete until they are confirmed and automatically converted to events.
•
When you delete recurring events, their child events are not displayed in the list of possible items to delete, but they are deleted.
Notes About Mass Delete for Service Teams
•
Accounts and contacts associated with cases cannot be deleted.
•
Contacts enabled for Self-Service, and their associated accounts, cannot be deleted.
•
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.
446
Set Up and Maintain Your Salesforce Organization Mass Update Addresses
Mass Update Addresses
When your data is consistent, your reports and related metrics are more accurate and easier to understand. For example, having different abbreviations for a country or state can skew your data.
To make your addresses consistent, you can update country and state/province information in existing fields at one time.
You can mass update addresses in contacts, contracts, and leads.
Tip: To ensure data consistency in new records, consider using state and country picklists.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except for Database.com.
1. From Setup, enter
Mass Update Addresses
in the
Quick Find
box, then select
Mass Update Addresses.
2. Select Countries or State/Province. If you chose State/Province, enter the country in which to update the state or province.
3. Click Next.
4. Select the values to update and click Add. The Selected Values box displays the values to update.
The Available Values box displays the address values found in existing records. To find more addresses to update, 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. Separate each value with a new line.
USER PERMISSIONS
To mass update addresses:
•
“Modify All Data”
To mass update addresses of contracts:
•
“Modify All Data”
AND
“Activate Contracts”
5. 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 to update are displayed. If you have large amounts of data, only the values to update are displayed.
6. Click Replace to update the values.
SEE ALSO:
Let Users Select State and Country From Picklists
Scalability FAQ
•
•
Will I see a degradation in performance as Salesforce’s subscriber base grows?
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.
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