After studying this topic, you should be able to:
Describe the use of a data export service for the
monthly, weekly, or immediate export of Salesforce data
Identify how data can be exported from a Salesforce
report and the related considerations
Explain various features of Data Loader and how it can
be used to export data
Introduction
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Data can be exported from Salesforce using the Data Export Service,
Reports, and Data Loader. The Data Export Service is helpful for
scheduling weekly or monthly exports of all records belonging to
selected objects. Reports and the Data Loader are useful for exporting
only a subset of records and fields belonging to selected objects. Data
Loader is a client application that is useful for manual or automated
data exports.
Data Backup Options
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Salesforce provides different ways to backup organization data.
DATA EXPORT SERVICE
REPORTS
Can be used to perform an automated
Report data can be exported in CSV or
and scheduled export of complete sets
XLS format by opening the report and
of Salesforce object data in csv files.
selecting the ‘Export’ option from the
Files, documents, images and
drop-down menu.
attachments can also be included in the
export. The export can be executed
immediately or scheduled to run on a
weekly or monthly basis.
DATA LOADER
The Data Loader client application can be used to bulk export selected Salesforce object
data and records in the form of CSV files. If required, soft-deleted records can be excluded.
Data Export Service
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Data Export Service is a tool for backing up Salesforce data that can include all data or
selected objects (including custom objects).
ACCESS FREQUENCY CONSIDERATION EXPIRATION AVAILABILITY
Found within the Export can be Professional and Salesforce sends an Data from Sandbox
Setup menu scheduled weekly or Developer editions email with a link to environments is not
monthly, or run can only export data retrieve zipped CSV supported.
immediately every 29 days files that expires after
(maximum once every (monthly). 48 hrs.
7 days).
Optional Data for Exporting
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The following data can be optionally included:
Images, documents Chatter files and
and attachments CRM content
Monthly Export Service
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A copy of Salesforce data can be scheduled and exported on a weekly or monthly
basis. An immediate data export can also be performed.
Schedule Data Export
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The schedule export option allows scheduling the export process for weekly or
monthly intervals.
Data that can be optionally
included in the export.
Export backup duration
Automated exports should normally
be scheduled outside office hours.
Schedule Monthly Export
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A monthly export can be scheduled by setting the frequency to a particular day
of a month.
Schedule Weekly Export
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A weekly export can be scheduled by setting the frequency to a particular day on a
week of a month.
Select Data to be Exported
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There is an option to include all data or just object-specific data in the export. A list of
available objects can be found on the data export page in Setup.
Export Data from Reports
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Report data can be downloaded into a file by opening the desired report and selecting
export from the drop-down menu.
PERMISSION FILE FORMAT ENCODING LOCALE SETTINGS
Requires user permission Can be exported in CSV or Different encoding Locale settings of the user
“Export Reports” XLS format options are available. who initiated the export
determine field separator
(delimiter) used for CSV
files.
Single Export Data
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CONSIDERATION
No limits on the number of rows and columns that
can be included in a single export. However, be
aware that the tool you use to open exported data
(such as Excel) may have limits.
Example of Exporting a Report
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This is an example of exporting an Account report. To display the ‘Export’ button, the
report must be run first.
Report Export Settings
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Before exporting a report, a settings page will appear where the report view and
format can be selected based on the user preference.
†Details Only Report Example
This is an example of an export output file where only the report data is displayed.
Formatted Report Example
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This is an example of an export output file where the data is already formatted based
on the source report format.
Data Loader
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Data Loader is a client application that can be used to bulk export data.
AVAILABILITY INSTALLATION LIMITATION
Only available in Enterprise Must be downloaded from setup Does not support the extraction
Salesforce editions and higher and installed separately to a of attachments
personal computer.
Exporting in Data Loader
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USE SOQL EXPORT OPTIONS
Exporting with Data Loader allows you to write Option to include (Export All) or exclude (Export)
SOQL queries to selectively export records that soft-deleted records—soft-deleted records are records
fit a certain set of criteria and to choose which that are in the Salesforce Recycle Bin (any records deleted
fields to include for each of those records. in the last 15 days will automatically be placed here).
EXPORT FILE FORMAT AVAILABLE FOR
Records are exported in the SANDBOX
form of CSV file(s) with one Supports importing to or
file per object. exporting from Sandbox
environments.
Data Loader Export Options
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The Export option can include all records that are not soft-deleted while the Export All
option can include all records and those that are already in the Recycle Bin.
Choose Login Authentication Method
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A user is required to login using the Sandbox or Production credentials after selecting
a query option.
Select Objects for Export and Destination Folder
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After logging in, the Admin will be prompted to select the source object and the
destination file folder for the extraction.
†Define SOQL Query
Fields included in the export can be specified in this step. ‘Where clauses’ can be
added to refine the export results to the required data.
Preview of Exported Records
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A preview of the export file is generated after every operation.
Command Line Interface in Data Loader
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The command line interface allows Data Loader commands to be processed in a batch.
WHEN TO USE
Data should be extracted automatically on a
regular basis e.g. every night.
>_
HOW
. TO USE
Files define the configuration, mappings and
actions. A scheduling tool can be used to run the
process.
WINDOWS ONLY
The command line interface is available in
Windows only.
Learn More
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Export Backup Data from Salesforce
Export a Report
Export Data
