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Data Backup

Failure to perform regular data backups in Salesforce can lead to serious problems. Since business-critical data is stored in the cloud, any loss or corruption of that data can cause significant damage to an organization. The main risks of not having data backup include:

  • Mass deletion of records – administrator errors, accidental or intentional deletions.
  • Integration errors – incorrect API updates can modify or delete important information.
  • System failures – errors in automated processes (Flows, Workflows) can result in data loss.
  • Cyberattacks and internal threats – malicious actors can delete or alter data.

To effectively minimize these risks, it is important to choose a tool that meets your project's requirements regarding data structure complexity, backup frequency, and ease of recovery.

Importance of Choosing the Right Backup Tool​

Selecting a backup tool for Salesforce depends on several key factors. Different projects may have varying requirements regarding backup frequency, data structure complexity, and recovery speed. The complexity of creating a reliable system may also justify choosing a third-party solution over developing an in-house tool. It is important to carefully weigh the pros and cons of each option before making a final decision.

Data Model Complexity​

If data has many dependencies (Lookup, Master-Detail), it is essential to choose a tool that preserves relationships between objects and restores records in the correct order.

For example, if Opportunity is linked to Account, and Opportunity has Related Tasks, the recovery process should follow a strict sequence:

  1. Restore Accounts first.
  2. Then restore Opportunities.
  3. Finally, restore Tasks to maintain all relationships.

Backup Frequency​

If the system contains critical data, backups should be performed daily or even hourly. The built-in Salesforce Data Export tool allows backups once a week or month, which may not be sufficient for dynamic systems. Some solutions support automatic daily backups, while others offer flexible scheduling.

Data Comparison Before Restoration​

Often, it is important not just to restore data but also to analyze changes before deletion or corruption occurs. Some solutions offer data comparison tools that highlight differences between versions, allowing users to choose the necessary one, whereas other solutions focus on simple restoration without detailed comparison.

Speed and Ease of Recovery​

If lost data needs to be restored quickly, the tool should allow restoring not just the entire backup but also individual records. Some tools do not support partial recovery, making it difficult to manage large datasets.

Scalability and Large Data Volume Support​

If a company has a large amount of data (millions of records), it is crucial to consider how the tool handles data processing and storage. Some solutions may have limitations on backup size.

Methods for Backing Up Salesforce Data​

There are several ways to back up Salesforce data. The key selection criteria have been described above. For reference, here are a few tools (but in reality, there are more, and it makes sense to explore other options if you are selecting a metadata backup strategy).

Built-in Salesforce Tools​

Salesforce Data Export​

Salesforce provides the Data Export tool, which allows exporting data as CSV files. This tool supports manual or scheduled exports (weekly or monthly). More details can be found in the Export Backup Data from Salesforce documentation.

Advantages:

  • Built-in tool, no additional setup required.
  • Available in all Salesforce editions (Enterprise, Unlimited).
  • Exports the full data volume.

Disadvantages:

  • Limited backup frequency (maximum once a week).
  • Lack of flexibility in restoration (difficult to restore individual records).

SOQL + Data Loader​

Data Loader is a tool that allows data import/export using SOQL queries. It is useful for backing up specific objects or records. Link to Data Loader

Example SOQL query for exporting contacts:

SELECT Id, Name, Email FROM Contact

Advantages:

  • Enables frequent backups (daily, hourly).
  • Flexibility: exports only required objects or fields.

Disadvantages:

  • Requires manual setup and automation through scripts.
  • Difficult to manually restore data from CSV files.

Third-party Backup Solutions​

When choosing a Salesforce backup tool, it is important to consider key business needs such as backup frequency, recovery speed, ease of use, and cost.

Own

  • Cloud-based solution for data and metadata backup.
  • Allows easy restoration to a specific point in time.
  • Supports flexible backup strategies (daily, hourly, scheduled).

Own from Salesforce

Spanning Backup

  • Fully automated backup tool.
  • Supports quick search and restoration of individual records.
  • Works without complex setup.

Spanning

Veeam Backup for Salesforce

  • Enables backup creation and data restoration through UI.
  • Supports exporting data to secure storage.

Veeam

Backup Systems from CI/CD Solutions​

It is worth highlighting tools that help build an automated CI/CD system while also offering backup solutions.

Gearset Backup

  • Automated data and metadata backup.
  • Allows quick restoration of individual records and complex data hierarchies.
  • Includes change monitoring and critical event alerts.

Gearset Backup

AutoRABIT Vault

  • Provides data and metadata backup with unlimited storage.
  • Allows version comparison and quick restoration.
  • Complies with security and audit requirements.

AutoRABIT Vault

Backup Frequency​

To choose the right backup strategy, analyze project specifics and assess data, including:

  • Categorizing data by business/project criticality.
  • Evaluating data volume and backup duration.
  • Determining necessary backup frequency for each data type.

Based on this assessment, configure appropriate backup frequency:

  • Hourly/every few hours: For mission-critical, frequently changing data (e.g., financial institutions, e-commerce platforms).
  • Daily: For important data that changes regularly.
  • Weekly: Full data and metadata export.
  • Before major changes: Before data imports, API updates, database schema modifications, or new app installations.

Recommendations​

  • Develop a backup plan tailored to your organization's needs.
  • Select the most suitable tool for your specific case; familiar solutions may not be optimal for new projects or changing conditions.
  • Regularly test both the backup process and data restoration procedures to ensure the system functions correctly and business operations can resume quickly after failures.
  • Store backups securely, separate from the primary system.
  • Automate the process where possible.

Ensure the selected tool provides reliable data encryption during storage and transmission and complies with security standards (e.g., GDPR, SOC 2).

Conclusion​

Salesforce data backup is a crucial part of data management strategy. Choosing the right method and performing regular backups will help protect your organization from potential data loss and ensure business continuity.