USER GUIDE USER GUIDE
for Salesforce
3 Introduction to Backupify 5 Quick-start guide 6 Administration 6 Logging in
6 Administrative dashboard 7 General settings 8 Account settings 9 Add services 9 Contact support
10 Managing & accessing backups 10 Salesforce backup status 11 API monitor & limit 12 Storage monitor 12 Recent activity
13 Weekly status summary email 14 Manage Salesforce backups 14 Force a backup now 14 Export all data
15 Search Salesforce backup 15 Search for objects and files 16 Objects
17 Files
17 Objects that store many files 18 View all objects
19 Metadata
20 Restoring Salesforce Data 20 Locating objects to restore 21 Restoring objects
22 Objects that can be restored
Contents
B AC K U P I F Y F O R S A L E SF O R C E .CO M USER G U I D E 3
Backupify is the leading provider of backup and recovery solutions, offering an all-in-one archiving, search and restore solution for Software-as-a-Service (SaaS) applications. As more data, services and organizations migrate from local hard drives to the always-on cloud, Backupify is pioneering the protections and processes that will keep your irreplaceable online information safe, useful and under your control.
More than 8,000 businesses and 1M users trust us to backup their data - with more signing up every day.
Once you’ve set up Backupify for Salesforce, daily backups are scheduled automatically for your most critical data.
We back up your data incrementally, meaning we take an initial backup, then only back up data that has been altered since your last backup. However, if any data within an object is modified, we retrieve a complete new copy of that object’s data. Data is retrieved using Salesforce
®APIs, and then transferred securely and stored encrypted, in the high-availability Amazon cloud.
As a Backupify account administrator, you can view and download an audit log of all user actions, search for and download any data in your instance, and more. We can back up production and sandbox (full & developer type) environments. You can configure multiple Salesforce environments to back up within your Backupify account.
Please note that we back up the following:
• Standard Salesforce objects (Accounts, Contacts, Leads, Opportunities, etc.)
• Custom Salesforce data objects
• Files (Documents, Attachments, etc.)
• Chatter messages
• Metadata (reports, dashboards, object layouts, etc.)
Introduction to Backupify
And that we do not currently back up the following:
• Record-keeping objects (*History, *Share)
• LoginIp and ClientBrowser Tables (new in API v28.0)
• Data in custom formula fields. (These are calculated based on data in other fields, so we do not back up the resulting values.)
• Within Metadata: any packaged layouts (including those used for 3rd party applications), and some email templates
Learn more about our SLA or Backupify’s Security policy.
For additional assistance, contact Backupify Support or check out our Knowledge Base.
INTR O D UC TI O N T O B A C K UP IF Y
B AC K U P I F Y F O R S A L E SF O R C E .CO M USER G U I D E 5
I need to...
• Use search to find my backups quickly. Learn how4
• Initiate a backup job that will run immediately. Learn how4
• Quickly review recent activity in my account. Learn how4
• Export my data to view it locally. Learn how4
• Download an audit log of user actions. Learn how4
• Download a previous version of an object. Learn how4
• Set my API limit. Learn how4
• Restore my Salesforce Data Learn how4
Quick guide
Logging in
Backupify can be accessed via the website at www.backupify.com:
• Click Login, in the upper-right corner of the page.
• Enter your email and password.
Administrative dashboard
Once logged in, administrators will be presented with an administrative dashboard for their Salesforce account.
Return to this screen at any time by clicking the Backupify ‘b’ or the Salesforce username on the left side of the header.
Users that are backing up multiple Salesforce instances will be able to switch between them using the dropdown arrow, located on the left side of the header, as seen in Image 2.
Image 1. The Backupify for Salesforce Administrative Dashboard.
Administration
B AC K U P I F Y F O R S A L E SF O R C E .CO M USER G U I D E 7 Image 2: use the arrow dropdown in the header for switching between instances
From the administrative dashboard, users can easily:
• View current backup status
• Force a backup
• Export all data (csv, original file, or metadata formats)
• View recent activity
• Search for a particular object or file
• View all objects that have been backed up
• Change settings
General settings
Account settings can be accessed via the gear icon that appears on the right side of the header.
Image 3: Gear icon with settings menu
Within account settings, you can navigate to information about your account or add services.
G ENE R AL AD M INI ST R A T IO N
Account settings
The first option, account settings, allows you to view your account overview or change your password.
Image 4: account overview tab within account settings
Within the account overview tab, you can do the following, as seen in Image 4:
• View a Salesforce username
• View the date when the service was added to be backed up
• View how many active users are on an instance
• Remove services from an account
• The Billing Overview section shows your billing method – whether you are in a Free Trial, being invoiced, or billed by Credit Card. If you are billed by credit card, it will also show the monthly amount you are billed.
• From the Account Activity Log section, you can download an audit log of all user actions by clicking the Download button.
• The Contact Information section contains a link to Change your first name, last name, address, and phone.
• From the Delete account section, you can click the Cancel Account button to initiate steps to cancel a Backupify account altogether. A Backupify Support representative will reach out to you to follow up on your cancellation request.
Users can change their password via the Change Password tab, as seen in Image 5.
G ENE R AL AD M INI ST R A T IO N
B AC K U P I F Y F O R S A L E SF O R C E .CO M USER G U I D E 9 Image 5: Change password tab within account settings
Add services
The second option you can select from within the gear icon is add services, which is used to add additional Salesforce instances to an account, as shown in Image 6.
Image 6: Add services within settings dropdown menu
From the Personal Services section, click the add service button to add your Salesforce instance. Choose between the two Environment types: Production or Sandbox. Next, enter your Salesforce credentials to log into Salesforce.
Backupify does not save Salesforce login credentials. We obtain a token that lets us access your account through the Salesforce API and store only this token.
Contact Backupify Support
For any unanswered questions, click on the ? in the header next to the gear icon. You’ll be directed to our online Knowledge Base, where you will find articles and FAQs and have the opportunity to contact Backupify Support.
To access Salesforce backups, head to the administrative dashboard by clicking the Backupify ‘b’ or the Salesforce username on the left side of the header.
G ENE R AL AD M INI ST R A T IO N
Salesforce Backup Status
Image 7: Salesforce Backup Status section of the administrative dashboard
From within the Salesforce Backup Status section of the administrative dashboard, users can:
• View backup status as: Good, In Progress, Partial, or Disabled
• View the date that the last backup completed and when the next one is scheduled
• View the number of calls used and a link to adjust the limit via the API Monitor
• View Storage Usage
API Monitor & limit
By default, your API limit is set to 5,000 calls. This may be sufficient for your backups, but you will likely need to increase this limit.
Managing & accessing
backups
B AC K U P I F Y F O R S A L E SF O R C E .CO M USER G U I D E 1 1
When Backupify reaches the API limit, we pause the backup. This means that if we are continuously hitting the API limit, we may never get a complete backup of your Salesforce data. The API limit is there to allow customers to specify how many API calls they want to dedicate to the backup process. This can protect other critical applications using the Salesforce API from being starved out since Salesforce enforces an overall daily API limit for your Salesforce account.
Make sure that you give Backupify enough API calls to properly back up your Salesforce data. To roughly estimate how many API calls you need to allocate to Backupify, read our Knowledge Base article “How do I know what my API limit should be?”
To set an API limit, click the link within the API Monitor section of the administrative dashboard. Users can specify a new limit or click the link to revert to the default of 5,000 API calls. Next, click the SET API LIMIT button. To pause backups temporarily, set the API limit to zero. Don’t forget to come back and reset it to the normal API limit so backups can resume.
To receive API Limit Warning and/or Weekly Status Summary emails, select the relevant Subscribe bubbles within the Email Preferences section, as seen in Image 8.
Image 8: Service Settings to change API Limit & Email Preferences
Storage Usage
To monitor storage, view the Storage Usage section within the administrative dashboard (Image 7), which shows the amount of storage currently used for archives. Included in the total storage calculation are all the objects, files and metadata backed up for your account. Only the latest versions of each piece of data are included in the total. Previous (older) versions are not included in the total. The total may not match the storage usage shown for your objects or data in Salesforce. Learn more4
Recent Activity
M A N A G IN G & A C C E SS IN G B A C K U P S
Image 9: Recent Activity section of the administrative dashboard
From within the Recent Activity section of the administrative dashboard (Image 9), view the status and dates of the last three backups or click the view all activity link for a comprehensive 30-Day Activity Log of all backups and exports. Within the 30-Day Activity Log, view a list of backup and export history, as well as the status and time of those backups and exports, as seen in Image 10. If there are any issues with backups, details will be in here.
Backup status will be one of the following:
1. Backup Completed. This status is displayed when at least 95% of your data was backed up on the last backup run. Since we rely on the Salesforce API, there are some circumstances where we are not able to back up all of your data. In this case, we will display the objects that we were unable to back up in the detailed activity log. If we are unable to back up the same object for at least 7 days in a row, the overall backup status will change to
‘partially complete’.
2. Partially Complete. This status is displayed if we were able to back up some, but less than 95%, of your data.
You will see a list of the objects we were unable to retrieve.
3. Disabled. This status is displayed if the backup service has been disabled on purpose (at your request) or if we are unable to use the Salesforce OAuth token to access your account’s data. This can happen if you have disabled the Salesforce user associated with your Backupify account, or changed their permissions. When your backup is disabled, you will receive an email notification. You cannot unsubscribe from this notification email.
M A N A G IN G & A C C E SS IN G B A C K U P S
B AC K U P I F Y F O R S A L E SF O R C E .CO M USER G U I D E 1 3 Image 10: 30-Day Activity Log
Weekly Status Summary
Every week, administrators will receive an account status email (Image 11) containing the following:
• Status of a current backup
• Status of each backup that week, broken out by day
• Average number of API calls used
• Storage used
• Number of active users in a Salesforce account
From the email, log into your Backupify account, contact support, view your complete activity history, and update your preferences.
If you do not wish to receive these weekly emails, unsubscribe directly at the bottom of the email or change your preferences within Service Settings.
Image 11: Example of a Weekly Status Summary Email
Manage Salesforce backups & exports
M A N A G IN G & A C C E SS IN G B A C K U P S
Force a backup now
Your backups run automatically every day. However, should you need a backup to be done right away (i.e., before a major data migration into Salesforce), head to the administrative dashboard and click the Force a Backup Now button. It will prompt you to confirm that you’d like to initiate the backup, as seen in Image 12. Please note that while a backup is In Progress, you do not have the option to force another backup.
Image 12: Force a Backup Now Popup
Export all data
To download a copy of your entire Salesforce archive, click the Export All Data button within the administrative dashboard, select csv from the dropdown menu and click the start export button, as seen in Image 13. This will download the latest version of each of the objects and files in your backup, as well as the metadata.
Image 13: Export All Data Popup
Search Salesforce backups
M A N A G IN G & A C C E SS IN G B A C K U P S
B AC K U P I F Y F O R S A L E SF O R C E .CO M USER G U I D E 1 5
Under the Search Salesforce Backups section of the administrative dashboard (Image 14), users can view all objects or search for a particular object.
Image 14: Search Salesforce Backups section of administrative dashboard
Image 15: Object Icon Image 16: File Icon Image 17: MetaData Icon
When searching or browsing Salesforce data, different icons reflect the type of item being viewed. (See Images 15,16,17)
Search for objects and files
To search for a backup, type the name of the file/object into the search bar and click the Search button. The query searches the object and file names (not their content) and will result in a list of relevant objects and files, as seen in Image 18.
Image 18: Search Results Page
From the search results, view details via the Details button or download the latest version of the item (csv, original file, or metadata format) directly to your computer via the Download button.
M A N A G IN G & A C C E SS IN G B A C K U P S
Image 19: Detailed view of an object within search
Objects
From an Object Details page, view the current version of the object displayed, the date it was last modified in Salesforce, who it was modified by and the number of records it contains. Users can also download it directly or click a link to Show Previous Versions that have been backed up, as seen in Image 19.
Image 20: Expanded detailed view of object, to include Previous Versions
Clicking the Show Previous Versions link will expand the detailed view (Image 20) and reveal all previous versions of the object – either for the last 3 months, 6 months, or for all of your history, depending on the type of plan you purchased. You can download any version you choose directly to your computer – in csv format.
M A N A G IN G & A C C E SS IN G B A C K U P S
B AC K U P I F Y F O R S A L E SF O R C E .CO M USER G U I D E 17
Files
If you view the details of a file, similar to an object, you’ll see the current version of the file displayed, the date it was last modified in Salesforce, who it was modified by, the size of the file, the ability to download it directly, as well as a link to Show Previous Versions, as seen in Image 21.
Image 21: Detailed View of a File within Search
Similar to objects, the Show Previous Versions link will expand the detailed view and reveal all previous versions of the object – either for the last 3 months, 6 months, or for all of your history, depending on the type of plan you purchased. You can download whichever version you choose directly to your computer – in its original file format.
Objects that store many files
If you view the details of an object that contains a group of files, such as Document or Attachment, you’ll see the detailed view just like for standalone objects and files. If you download a version of the object from here, you’ll download a csv that lists all the related files within the object. You’ll also notice a second tab, Related Files, as seen in Image 22.
Image 22: Detailed view of Object that Stores Many Files
M A N A G IN G & A C C E SS IN G B A C K U P S
If you click on this tab, you’ll be able to view all the files stored within that object, as seen in Image 23. Then you can either view the details and previous versions or download the file to your computer.
Image 23: Related Files Tab within Detailed View of Object with Group of Files
View all objects
To view all of your Salesforce data, click the View all objects link in the Search Salesforce Backup section of the Administrative Dashboard. You’ll then see all of your data, the number of objects, the type of item, its name, the number of records, and the date it was last modified in Salesforce, as seen in Image 24. Clicking the grey Details button will reveal the same details page as when you search for any object you select. Likewise, the blue Download button allows you to download the object directly to your computer in csv format. Notice the icons next to objects designating whether they are objects, objects with files, or metadata.
M A N A G IN G & A C C E SS IN G B A C K U P S
B AC K U P I F Y F O R S A L E SF O R C E .CO M USER G U I D E 1 9 Image 24: View all objects > Your Salesforce Data
Metadata
Please note that the download function for metadata, will create a folder of all xml files of metadata within your instance. Within the metadata folder, there are additional folders for each metadata type: e.g. reports, layouts, etc. If you’ve lost a report and want to retrieve the query you used for that report, this is where you’d find that information.
Thank you for using Backupify for Salesforce!
If you need additional help, please check out our Knowledge Base or contact support.
M A N A G IN G & A C C E SS IN G B A C K U P S
Restoring Salesforce Data
Locating objects to restore
From the Administrative Dashboard, click on View All Objects.
From the object list, click on Details for the item you want to restore.
B AC K U P I F Y F O R S A L E SF O R C E .CO M USER G U I D E 2 1
R E ST O R IN G S A LE SF O R C E D A TA
Restoring objects
From the Object Details page, you can view current and previous versions. Click on View Previous Versions to expand the list. You can restore data from any of the versions, either in full or only for select records. You will also be able to download the most current or any previous versions of the object, which is necessary for restoring only select records. Click on Restore to access the restore screen.
From here, you can use the drop-down menu to choose to either Create New Records or Update Existing Records.
If you want to restore the entire object, simply click Restore. (If you are restoring the entire object, there’s no need to upload a .CSV file.) If you wish to only restore certain records, then upload a .CSV file that meets the following requirements:
• The first column must be the Salesforce IDs of the records you wish to restore.
• There must be a header row.
Sample CSV:
