Adhere To The Best Practices In Protecting Salesforce Data In 2021

Best Practices In Protecting Salesforce Data

Anything can go wrong anytime with the business IT systems, and herein is the importance of backing up all data to ensure its timely recovery and avoid disaster.  All enterprise applications have features for protecting data, and Salesforce org gives users ample opportunities to backup data. Since data is the lifeblood of business, it is imperative to protect every single piece of data available in the system at any point in time. Thus, data backup systems should work continuously to ensure complete data protection.

Unfortunately, no data backup protection plan is fail-proof, and every system has some limitations, especially in recovering data that seems to be lost forever. In such cases, the Salesforce data recovery services that had been temporarily suspended in 2020 are once again back can be helpful in recovering hard to recover data.

Data recovery is no easy task

Both data backup and recovery are equally important for users, and the latter is perhaps a bit more because timely access to backup data helps to take timely business decisions. The system should provide quick and instant access to data whenever users need it because timely decisions can turn the fortunes of businesses.

Science has taught us that whatever goes up must come down, and the same applies to data storage and recovery. All data stored in the backup repository, on-premise, or the cloud should be easy to retrieve. When all data recovery efforts fail, businesses can use the services of Salesforce to recover inaccessible data or data lost permanently. The task is quite challenging and takes considerable time, and is expensive but without any guarantee of 100% recovery. However, it is the last resort, and one should not expect miracles to happen.

 Save data, save your organization

When you adopt a comprehensive plan for protecting all business data, including Salesforce data, you protect your business. Since data loss can hit companies hard and even threaten their existence, the data backup and recovery systems are business saviors. Besides implementing a solid strategy for data protection and choosing suitable systems that integrate well with the business processes and offer comprehensive data protection, it is vital to ensure that the backup system functions effectively. Use some checks and balances to ensure that the backup system works according to the design and configuration and delivers as expected.

Native backup solutions of Salesforce

Salesforce provides some free backup tools for users to start backing up data right from the time they use Salesforce for the first time.  All users must have a routine backup strategy for which some of these tools can come in handy.  All backup methods are not the same, and it is important to understand the difference between data and Metadata.

Data relates to all records and information generated from the business processes and includes all business functions from accounts and supply chain to manufacturing, sales, marketing, etc. All records related to contacts, leads, accounts, cases, opportunities, contracts, files, custom object records, chatter, and content.

Metadata includes all configuration settings such as page layouts, custom fields, dashboards, reports, and custom code like Visualforce and Apex.

Need for data backup

The problem faced by administrators and users of Salesforce is that it takes time to realize any mistake that resulted in deleting data. It is usual for users to face situations when they delete or overwrite a massive amount of data to realize their mistake after some time. It is too late to salvage the situation if there is no arrangement for backing up data at regular intervals. Even some native data recovery tools like Data Loader can trigger data loss due to faulty handling.

Some erroneous operations can delete data or update records en masse in seconds. A simple mistake in field mapping or your source file could spell enormous data disaster. Salesforce recommends backing up your data regularly. Before proceeding with any major data project, you should do a manual point-in-time backup to ensure that your data would remain safe in case something goes wrong.

Need for Metadata backup

The threats to data explained above apply to Metadata, too, as Salesforce Administrators and users might accidentally delete some Metadata. Just as it is possible to modify or delete records in the same manner, users who have advanced permissions may erroneously change the configuration settings.

They might delete or add custom fields, change or delete Dashboards and reports, modify page layouts or even modify custom code.  Most of these changes are irreversible and could deeply impact the business operations while using Salesforce org. Having a copy of your Metadata is quite reassuring in restoring the earlier settings if you have changed it for whatever reason.

Data Restoration

Salesforce users can manually restore data by using the tools like the API and the Data Loader. When recovering data manually, you should be aware of relationships and the connection to the relevant record to maintain the same order during recovery and data restoration. Besides doing the recovery on their own, Salesforce partners are available for providing the service that relieves businesses of the stress of protecting data that can sometimes be overwhelming.

However, for routinely backing up data by themselves, Salesforce users can use the following data backup features built into the application.

Native data backup options

Data Export Service, Data Loader, and Report Export are the features available in Salesforce for backing up records and data.

  • Data Export Service allows exporting your data manually via a User Interface (UI) in a scheduled manner.
  • For exporting your data manually, not routinely but on-demand, the Data Loader tool is handy.
  • To export your data on-demand but manually via reports, you must use the Report Export tool.

Native Metadata backup options

Change Sets, Sandbox Refresh, and migration toll are the features in Salesforce that support backing up Metadata.

Looking beyond the native options to backup data, you can choose third-party backup solutions offered by Salesforce partners available on the AppExchange.

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