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Druva Documentation

Configuring Backups

Overview

Backups are critical to any business data. Data protection helps to protect data from user-inflicted loss or corruption. 

The Salesforce App’s backup solution performs a daily backup of your Salesforce data to capture updates to metadata and any created, updated, and deleted records. This enables you to capture every change from Salesforce. 

You can leverage automated backups or also trigger on-demand backups from the Salesforce App. This is coupled with intuitive dashboards that summarize the backup history and provide critical insights on the data being backed up.

The Salesforce App stores all backup files in an Amazon S3 bucket. 

The following diagram illustrates the backup workflow.

Salesforce_App_Backup_Workflow.png

Backup Components

A backup of data within your Salesforce Org includes the following components:

  • Standard package objects 
  • Custom package objects
  • Managed package objects
  • Attachments
  • Content 
  • Knowledge articles
  • Chatter

The Salesforce App excludes system objects from the backup by default. For more information about including excluded objects to your backup, see Backup Definition Settings. For a detailed list of objects excluded from backup, see Understanding Backup Exclusions.

Backup Capabilities

The Data Backup page from the Salesforce App enables you to perform the following tasks:

  • Create and edit backup definitions
  • Trigger manual backups
  • Configure Subject Access Requests for GDPR Compliance
  • View backup dashboards

The best time to run data backup is when user activity is low to prevent slow performance. This is typically during non-operational hours.

Backup Definition 

A backup definition specifies the configuration requirements for your backup, which includes the following:

  • Scheduling information
  • Alerts configuration
  • Exclude objects and fields from backup
  • Notifications configuration
  • Metadata backup configuration
  • Required Salesforce permissions

You can create multiple backup definitions, which support full or partial backups for your Salesforce organization. 

Create New Backup Definition

Ensure that the organization, which you are backing up, is authenticated to a license from the Environment Hub page. For more information, see Authenticate Production Organization.

Perform the following steps to create a backup definition.

  1. On the Salesforce App console, click Data Backup.
  2. Select a project from the Project dropdown list.
  3. Click New. The New Backup Definition window appears.

Salesforce_App_New_Backup_Definition.png

4. Enter information in the following tabs:

The metadata backups are disabled by default. Ensure that you enable metadata backups from the Metadata tab. 

For more information about backup definition settings, see Backup Definition Settings.

5. Click Save after configuring the required information in the respective tabs.

Your data backup is now ready to run at the scheduled time. 

The Backup task displays in the Tasks tab on the right. Click Stop Task to stop an ongoing task. If you click on the backup task listing, the application redirects you to the Tasks page. The Tasks page provides additional information to help troubleshoot any issues.

For more information, see Managing Tasks.

Salesforce_app_Data_Backup_Tasks_tab.png

You can check the created backup definition in the Backup Definition dropdown list on the Backup Definition page.

Salesforce App_Backup_Definition_List.png

Backup Definition Settings

General

1: Enter the name or description to describe the job. 

Specify the org name and/or region to uniquely identify your backup definition.

2: Select the source organization for backup from the dropdown list. 

Note: If your source organization is not listed, configure organization from the Environment Hub page. For more information about configuring environments, see Configure Environment Hub.

Scheduling

The Salesforce App performs a daily backup of your Salesforce data. The initial backup is a full backup of your data. The full backup activity runs periodically each quarter. 

The incremental backup activity runs every day after the initial full backup. The incremental backups capture the records, which are created, updated, and deleted.

Note: A deleted record means the record is deleted from both Salesforce Organization's Recycle Bin and Salesforce User’s Recycle Bin.

Perform the following steps to schedule a backup job.

  1. On the Scheduling tab, select the type of backup frequency. You can select one option from the following:

  • Daily Backups - Specify backups to run once per day.
  • High Frequency - Specify backups to run more than once a day. 

       Note: High Frequency backups are available with the Salesforce Elite Backup License.

 2. Configure the following fields.

Field Description
Date Select the date for the initial full backup to run.
Time Select the time for the backups to run daily.
Backup Files Retention Period

Specify the retention period to retain your backup files. 

You can opt for a backup retention period ranging from 1 year to 10 years. You can also choose to retain backup files forever.

Note: The retention period of more than 1 year or unlimited retention is available with the Salesforce Elite Backup License.

Increment Backup Interval

If you select High Frequency, specify the backup interval to run a backup more than once a day. The options include:

  • 15 minutes
  • 30 minutes
  • 1 hour
  • 2 hours
  • 4 hours
  • 8 hours
  • 12 hours

Alerts

Alerts enable notifications in case of significant changes to specified objects or a data loss incident. You can restore data quickly with limited downtime.

  1. On the Alerts tab, enter the object name for which you want to create an alert in the Alert Object search box.
  2. Select the Type of change. You can configure an alert for the selected object when it is:
  • Created
  • Updated
  • Created and Updated
  • Deleted
  • Created, Updated, and Deleted

3. Select the quantifier for the alert. Quantifiers are the trigger condition to generate an alert, which considers the number or percentage of created, updated, and deleted records. You can configure alerts if the quantifier is:

  • Greater than X Percent
  • Less than X Percent
  • Greater than X Number of Records
  • Less than X Number of Records

Note: In this case, X denotes the percentage or number of records, which is configurable in the next step.

4. Enter the percentage or number of records to specify the trigger condition for the alert.

5. Click Add Alert.

6. Repeat the steps for all required objects.

Once you have created an alert, configure the notifications for any triggered alerts from the Notification tab. For more information, see Notification.

Exclude Objects

The Salesforce App enables you to perform partial backups through the exclusion of certain objects. You can exclude objects which you do not wish to backup. A good example can be when conforming to the privacy of individuals for Personally Identifiable Information (PII). You would like to exclude objects from the backup that are identified as personal data.

Note: The Salesforce App excludes certain system objects by default. Some of these system objects are read-only. If you are including any of these objects in the backup definition, ensure that the required Salesforce permissions are set from the Permissions tab. For a detailed list of objects excluded from backup, see Understanding Backup Exclusions.

Procedure

  1. On the Exclude Objects tab, enter the object name or the search criteria to filter from the listed object names.

  2. Click Exclude to exclude an object from backup.

  3. Click Include to include an excluded object.

Click on the Excluded column header to filter the excluded objects at the top of the list.

Exclude Fields

After excluding objects, you can go a step further by excluding fields associated with objects from the backup.

Note: The Salesforce App excludes certain fields by default. If you are including any of these fields in the backup definition, ensure that the required Salesforce permissions are set from the Permissions tab. For a detailed list of fields excluded from backup, see Understanding Backup Exclusions.

Procedure

1. On the Exclude Fields tab, enter an object name in the search box. The following search options are available.

Option Description
Search by object Search a field by a specific object name.
Search across objects Search a field across objects.
Show all excluded fields Displays a list of all excluded fields.

2. Select the desired field and click Exclude or Include.

Click on the Excluded column header to filter the excluded objects at the top of the list.

Notifications

You can enable notifications for events, such as backup, restore, alerts, or data copy activity. You can also opt to receive notifications via email or SMS. Activate the following fields from the Notifications tab for users of the application.

Toggle Description
Notify on Failure Notifies you in case of any failures with backup, restore, or data copy activity.
Notify on Success Notifies you in case of successful backup, restore, or data copy activity.
Notify on Restore Notifies you in case of successful data restore completion.
Notify on Alerts Notifies you about any triggered alerts.
Notify via SMS Provides you with an option to opt for notifications through SMS.
Notify via Email Provides you with an option to opt for notifications through email.

Metadata

The metadata backups are disabled by default. You can enable metadata backups to back up all files for the selected metadata during each backup cycle. 

Procedure

  1. On the Metadata tab, switch the Enable Metadata Backups toggle. A list of metadata types appears.
  2. Select the metadata types you wish to backup from the list.

 This enables the backup of all files for the selected metadata type every time the backup job runs.

Permissions

You can assign recommended Salesforce permissions to a user account associated with an organization with configured backups. This ensures data backup covering the required fields and associated records.

From the Permissions tab, configure the following permissions.

Permission Description
Query All Files

Configure the backup definition to query all files during a backup. This retrieves all files within your org including files from unlisted groups and non-member libraries. 


For more information about the Query Files Permission, see Query All Files.
View All Data

Configure the backup definition to view all data files. The View All Data permission allows users to view all apps and data including ones that are not shared with them. 

For more information about the View All Data Permission, see View All Data.

Make all files readable Specify if all associated files can be readable for a backup.

Trigger Manual Backup

The Salesforce App enables you to perform manual backups. As a best practice, you can take a backup before a deployment or significant data migration to protect existing data from any operational issues.

Ensure that the organization, which you are backing up, is authenticated to a license from the Environment Hub page. For more information, see Authenticate Production Organization.

  1. On the Salesforce App console, click Data Backup.
  2. Select the project associated with the backup definition from the dropdown list.
  3. Select the Backup Definition from the dropdown list to perform a backup of your current job.
  4. Click Backup Now to start the backup.

The Backup task displays in the Tasks tab on the right. Click Stop Task to stop an ongoing task. If you click on the backup task listing, the application redirects you to the Tasks page. The Tasks page provides additional information to help troubleshoot any issues.

For more information, see Managing Tasks.

Salesforce_app_Data_Backup_Tasks_tab.png

View Records and Metadata

Navigate to the Salesforce App console -> Data Backup -> View, Compare, and Restore Snapshots area. This table displays the count for created, updated, and deleted records for each daily backup.

Note: A deleted record means the record is deleted from both Salesforce Organization's Recycle Bin and Salesforce User’s Recycle Bin.

Salesforce_App_View_Metadata_and_Records.png

You can view the snapshot details for backup activities performed during a specified duration. The Salesforce App displays the snapshot details for records and metadata, which are divided into the Records and Metadata table views respectively. 

These table views help you to compare snapshots as per any updates to records and metadata. In addition, based on the comparison results, you can selectively restore and download only the relevant data as per your requirements.

For more information, see Compare and Restore Records and Compare and Restore Metadata.

Edit Backup DefinitionEdit section 

You can edit a backup definition for any modifications.

  1. On the Salesforce App console, click Data Backup.
  2. Select the project associated with the backup job from the dropdown list.
  3. Select the required Backup Definition from the dropdown list.
  4.  Click Edit.
  5. Edit the information as per your requirements.
  6. Click Save.
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