How to Export Backup Data from Salesforce?

Introduction

The world has recently seen an apparent surge in Cloud Computing Technologies. Salesforce is also one of the cloud-based platforms which have had a big impact on the whole landscape of Cloud Computing. Customer Relationship Management was entirely a different ball-game before the advent of Salesforce. Not only the prevailing technologies consumed a lot of time but were also difficult to use. The world was waiting for an alternative to the woes, which ultimately dawned in the form of Salesforce.

Salesforce was not just a better product at a better price but was also able to replace the lengthy process of installation and moved all facets of CRM on the internet. The whole business model underwent a huge change. Salesforce provided the quickest route from idea to App. It was endowed with the ability to be fast, easy to use, and effectiveness in meeting the requirements of various businesses. The huge success can be measured from the fact that it has more than 150,000 customers across the world and has emerged as a clear market leader with a share of 19.7 %. Even the closed rival SAP is way behind with just 12.1 % market share.

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Salesforce Backup Essentials

Data backup is a sensitive security issue. Salesforce carries out real-time disk replication at every data center in addition to the real-time data replication between the production data center and the data recovery center. There are many reasons why a customer will prefer to back-up information from Salesforce on their own. Some of the possible scenarios are:

• Preparation for a data migration rollback
• Archiving data for reduction of volumes
• Replicating data to a data warehouse
• Recovery of data from corruption
• Taking snapshots of the development versions

You can launch a backup plan comprised of several types of backup types for optimization of the backup time and targeting of vital business information. However, it is advisable to consider the if you want to use the native features of Salesforce like the Data Export or Data Loader or will consider using a dedicated AppExchange app when choosing the backup method. There are many pros and cons of each of these. One should consider the following:

• Security: Any kind of local backup needs to be properly protected against any kind of security risks involving encryption of data and other security measures.
• Restoration Capability: Every back-up raises an important question of Restore. You need to consider the capability for restoring a few records, and also worrying about the restoration process and the quality of data.
• Fault Tolerance: Regular backup solutions can deal with backup failures with very less user interaction. Many synchronous solutions have some elementary level of in-built fault tolerance. Latter should be important to you if the following factors as vital:
  • Volumes
  • Backup and Restore stability and capacity to retry
  • Needed degree of automation
  • Monitoring and optimization of capacities
• Customization and Automation: There are many situations which call for the need to change particular ways in which the backup process works. When you make use of Salesforce APIs, you get a fine-grain control of the whole process of the backup.

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Salesforce Data Export using Native Features

Data can be easily exported from Salesforce, either using a manual or an automatic schedule. The data is usually exported as a set of files separated by commas called the comma-separated values Various data export tools provide a useful way for obtaining a copy of the Salesforce data either for backing up or for importing into a new system. There are two primary methods for exporting the data:

• Data Export Wizard: This is an in-browser wizard, which is accessible via the Setup menu. It allows data export once in a week or 7 days in case of weekly export of in 29 days in case of monthly export. Data can also be automatically exported at both the weekly and monthly intervals. In case of both the Professional and Developer Edition, backup files can be generated in every month either automatically or at intervals of months.
• Data Loader: Data Loader is a client application which has to be installed separately. It has to be operated either via the user interface or the command line. Latter is better if you are interested in automating the export process or make use of APIs for integrating with another system.

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The Data Export Wizard

A data loss can have serious repercussions for the finances of any business. Data can be exported weekly by using the Data Export Wizard. Steps for exporting the data using the wizard:

• You need to enter the Data Export in the Quick Find Box from Setup and then select Data Export and Export Now or the Schedule Export.

  • The Export Now option helps you prepare the files for an immediate export, and this option is available only if enough time has lapsed ever since the last export.
  • The Schedule Export option, on the other hand, lets you schedule the export process for both weekly and monthly intervals.
• Once, the above is done, you have to select the needed encoding for your export file.
• In case if you want to have images, documents, attachments, etc. included in your data, you have to select the desired options.
• Next, you have to select the Replace carriage returns with spaces to have spaces instead of the carriage returns of any kind of line breaks in the export files. This is important if you make use of your export files for import or any other kind of integrations.
• In case if you are scheduling your export, you have to select the frequency, start and end dates and even the time of day for your scheduled export. Remember this is available only for organizations with monthly exports.
• Under the Exported Data, you need to select the types of data for including in your export. It is recommended that Include all Data is selected in case if you are not quite familiar with the terminology which is used for some data types.
• Finally, you have to click Start Export or Save.

A zip archive of CSV files is created which are emailed when it is fully ready. Exports are completed very soon although there is no guarantee of the date and time of the same. Many large exports are often broken into many multiple files. You are required to follow the link in the email or click on the Data Export for downloading the zip file. Zip files are often deleted after 48 hours when the email is sent.

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Data Loader

Data Loader is basically a client application which is used for bulk importing and exporting of the data. It is used to insert, update, delete, and even export various records of Salesforce. When you are importing data, Data Loader helps to read, extract, and even load data from the various CSV or the comma-separated-values, files or even from a database connection. When the data is exported, CSV files are generally output. In case if commas are not right for your locale, you may use a tab or other delimiter. You have to specify the delimiter in the settings for the Data Loader.

Data Loader can be used in two different ways broadly

1. User Interface: When you are making use of the user interface, you are required to work interactively for specifying the parameters of configuration. And also the CSV files which are used in both import and export, along with the field mappings which ultimately map the names of the fields in the import file with the names of the field in Salesforce.
2. Command Line: This is specifically for Windows only. When you make use of the command line, you are required to specify the configuration, data sources, mappings, and even the actions in files. This lets you set up the Data Loader for various kinds of automated processing.

Key Features of the Data Loader

• The wizard interface is easy-to-use and is for interactive use.
• It offers an alternative command-line interface for the automated batch operations in case of Windows.
• It also offers support for very large files which have up to 5 million records.
• It is endowed with the drag-and-drop field mapping.
• It has Supported for all the objects, which also includes the custom objects.
• It can be used for processing the data in case of both the Salesforce and Database.com
• It also has detailed success and error log files in the CSV format.
• There is a built-in CSV file viewer
• There is also support for both the Windows and Mac OS.

When Data Loader has to be Used

Data Loader acts as a complement to the web-based import wizards, which are accessible in the Setup menu in the online application. It can be used in the following situations:

• When you have to load 50,000 to 5000,000 records. It is supported for loads of nearly 5 million records. In case you need to load more than 5 million records, it is recommended that you partner with a Salesforce partner or may even refer to the AppExchange for an appropriate partner product.
• Then you have to load into the object which is not supported by the import wizards.
• You have to schedule regular data for nightly imports.
• You need to export your data for backup.

On the other hand, the imports wizard can be used in the following scenarios:

• When you have to load less than 50,000 records.
• When the object which you are needed to import is backed by the import wizards, if you want to know what import wizards are basically available and what kind of objects are supported by them, then in Setup you have to enter the Data Management in the Quick Find Box and then select Data Management.
• Duplicates also have to be prevented by uploading the records as per the name of the account and the site, email address of the contact, etc.

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Steps for Exporting Data using the Data Loader

1. As a first, you have to Open the Data Loader.
2. Then you have to click on Export. If you also want to export the archived activity records and other soft-deleted records, you have to click on Export All.
3. Then you have to Log in making use of the Salesforce Username and Password. Then click Next.
4. You are then required to Choose an object. In case the name of the object is not listed, then you have to Select Show all Objects to see all the objects which can be accessed. Objects are often listed by the names of the local labels with the name of the developer in parenthesis.
5. You then have to select the CSV file for exporting the data to. This can either be an existing file or can be created. If you choose to pick an existing file, then the export will replace its contents. If you okay with it and want to proceed with the action, you can click on Yes. Now you have to click on Next.
6. You are required to create a SOQL query for the export of data. (SOQL stands for Salesforce Object Query Language). Then you have to click on Finish. As you go through the next steps, all the Account names and their IDs are displayed by the CSV viewer. Here also you have the choice of specifying the source object, there is a list of objects for retrieval and also conditions for selection of rows in the source object.  You can choose the fields which you have to export and even set filters. The query can be reviewed and edited if needed.
7. Finally, you have to click on Finish and then click on Yes to confirm.
8. If you have to view the CSV file, you have to click on View Extraction and then click OK.

Conclusion

Salesforce is currently the most successful CRM platform in the world. It does allow for data backup. Data can be easily exported from Salesforce both manually and making use of an automatic schedule. Two broad methods for the same are the Data Export Wizard and the Data Loader. Janbask Training gives you the chance to enroll for an elaborate Salesforce Certification Training which will equip you with the latest knowledge and exposure in the Salesforce. For more information on the same and related topics, you may visit www.janbasktraining.com.

Frequently Asked Questions

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Ans: The average time to get Salesforce Certified is six weeks. However, the amount of time needed to prepare for a Salesforce certification depends on the person's level of experience. It takes six weeks to prepare for the Salesforce admin certification exam if you are brand-new to Salesforce and must put in a minimum of 10 hours every week.

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