#Back Up Data

AvePoint Cloud Backup for Salesforce® service will automatically back up all your Salesforce records at 00:00 local time after your first login and perform one backup job every day. The backup files/attachments will be encrypted and stored in an Azure BLOB Storage, while other backup data will be encrypted and stored on an Azure Database.

When you first perform a backup job for an organization, a backup cycle is started. The backup cycle is one year. The first backup job in one cycle is a full job, and subsequent backup jobs only back up the changed data since the last job. Incremental backup jobs will continue to run during a full backup, giving you more comprehensive protection of your Salesforce environment.

On the Backup page, you can view all organizations. Each organization has a separate tile displaying the last backup job status and the next backup job start time.

The Backup page will be automatically refreshed every 10 minutes and each time you navigate back to the Backup page. You can also click the Refresh button to manually retrieve the latest backup status for the organizations.

You can also perform the following actions to manage the backup for organizations:

• After your first login, you can click the More commands button in the upper-right corner of the organization tile, click Back up now from the drop-down list, and select All objects in the panel to back up the entire organization for the first time or let AvePoint Cloud Backup for Salesforce® perform the first backup job automatically at 00:00 local time. You can also select custom backup scope and select the required object in the Back up now panel to run an on-demand backup job. Note that the job will not start if there is already a running job for the organization.

  NOTE

  You can only run on-demand backup jobs for specific objects after a full backup.

  The Back up now button is only available to administrators and the user groups that have the Back up now permission. If the storage location has not been configured for the organization, the alert will appear. You can select to configure the storage location immediately or configure it later. To configure the storage location, refer to Configure a Custom Storage Location and Database for instructions.

• After Continuous data protection is enabled for the organization, you can click the More commands button in the upper-right corner of the organization tile, and then click Generate recovery point from the drop-down list to generate a recovery point for the protected objects. In the Generate recovery point window, select required Objects and Requested recovery point, then click Generate to generate a recovery point for the selected objects and run a backup job for the objects on the requested recovery point.

  You can refer to Enable Continuous Data Protection for instructions on how to enable continuous data protection for the organization.

• The scheduled permission check for the authenticated user will be enabled by default. To disable scheduled permission check or configure permission check settings, click the More commands button in the upper-right corner of the organization tile and select Configure permission check settings. You can configure the following settings:

  • Start time – Select the start time of the schedule, and the first permission check will be automatically performed at that start time. By default, the start time is the date when the Salesforce organization is connected.

  • Interval – Configure the interval for the scheduled permission check. By default, the interval is 1 month.

  To perform an immediate permission check, click the More commands button in the upper-right corner of the organization tile and select Check Permissions now. The permission report will be sent to administrators.

  The following three lists will be included in the permission report. For the lack of permissions, you can grant the required permissions to the authenticated user and contact AvePoint support to perform a full backup for the unprotected objects.

  • FieldPermission: This list shows whether the authenticated user has the Read permission for each field. The Field Permission column displays both the field name and the name of the object it belongs to. Note that the field values that are not granted the Read permission to the authenticated user cannot be protected.

  • ObjectPermission: The objects that are not granted the Read permission for the authenticated user will not be included in this list and they cannot be protected. You can check whether the objects you want to protect are specified in this list.

  • UserPermission: This list shows the permissions required by the authenticated user for backup and restore. You can check whether each permission has been granted to the authenticated user. Additionally, you can find information on the intended use of any permissions that have not been assigned.

• Administrators can configure the backup scope and frequency for the automatic backups. Click the More commands button in the upper-right corner of the organization tile and click Configure backup settings from the drop-down list. For detailed instructions, refer to Configure Backup Settings.

• When you manage many organizations, and you want to hide specific organization cards from the Backup page, click the More commands button in the upper-right corner of the organization tile and click Hide organization from the drop-down list. The organization will be moved to the Hidden organizations section. You can then click Hide in the upper-right corner to hide the organization cards.

  If you want to view the hidden organizations, click Show hidden organizations. If you want to always show an organization, click the More commands button in the upper-right corner of the organization tile and click Show organization from the drop-down list.

• You can check the backup details of an organization by clicking on the corresponding organization tile. You can also click the More commands button in the upper-right corner of the organization tile and click View details from the drop-down list to view the backup details. For details, refer to Monitor and Manage Your Backup.

Note the following about backup:

• To protect all files of an organization, the user who creates the Salesforce app profile must have the Query All Files permission. For details on connecting Salesforce organization, refer to Connect Your Tenants to AvePoint Online Services.

• Once your subscription expires, the backup schedule will be stopped.

• The backup jobs will back up the objects with exceptions in the last backup job automatically.

• Within 24 hours, you can perform different numbers of backup jobs for organizations with different subscription types. Refer to Appendix E - AvePoint Cloud Backup for Salesforce® Subscription Retention Information for details. Skipped and failed jobs are not included in the limitation on the number of jobs.

• If AvePoint Online Services detects that the number of your active users in Salesforce has exceeded the number of purchased user seats for AvePoint Cloud Backup for Salesforce®, AvePoint Cloud Backup for Salesforce® will stop the backup feature. You can still restore or compare data using the previous backups.

  The number of Sandbox users will not be counted as active users in Salesforce.

#Configure Backup Settings

To configure backup settings for data backup, click the More commands button in the upper-right corner of the organization tile on the Backup page, and then click Configure backup settings from the drop-down list. If you have audit log backup enabled for the organization, select Data backup. Then you can turn on/off the toggle next to the organization name to enable/disable the data backup for the organization. Once the backup is enabled, you can configure the backup scope and backup frequency of the organization.

#Configure the Backup Scope

To configure the backup scope, complete the following steps:

1. In the Backup scope section under the Backup data tab, turn on/off the toggles to configure if you want to back up the *Feed (for example: Account Feed; Contact Feed; Case Feed) and *Share (for example: Account Share; Contact Share; Case Share) objects of the organization. Note that if you back up these objects, the backup performance may be affected, and they will take up extra storage space.

2. Turn on/off the toggle to configure if you want to back up event logs. After turning on the toggle, you can select to back up Daily event logs or Hourly event logs.

3. Turn on the toggle to Exclude specific object types from backup and select the objects you do not want to protect from the Objects drop-down list.

4. Turn on the toggle to Exclude specific metadata types from backup and select the metadata types you do not want to protect from the Metadata type drop-down list.

5. Click Save to save the configurations, or click Cancel to close the panel without saving any changes.

#Configure the Backup Frequency

To configure the backup frequency, complete the following steps:

1. In the Frequency section under the Backup data tab, select a number from the How many backup jobs would you like to run per day? drop-down list. AvePoint Cloud Backup for Salesforce® will automatically provide the job schedule according to the frequency you selected.

   You can change the start time for the first backup job. The rest of the schedules will be automatically calculated and displayed.

2. Click Save to save the configurations, or click Cancel to close the panel without saving any changes.

#Enable Continuous Data Protection

If you want to retrieve data more frequently for mission-critical and rapidly-changing objects, you can contact the AvePoint support team to enable the Continuous data protection for the organization, and complete the steps below:

1. Click Continuous data protection tab in the Configure data backup settings panel.

2. Turn on the Enable continuous data protection toggle, and configure the following settings:

   • Objects – Select the objects from the drop-down list.

     NOTE

     Ensure that Change Data Capture is enabled for the objects you selected. You can navigate to Setup > Integrations > Change Data Capture in Salesforce to add the required objects.

   • When would you like to start the first job? – Select the time you want to start the first job.

   • Interval – The default interval is set to 1 hour. If you want to update the interval, contact AvePoint support.

3. Once completed, click Save. The continuous data protection job will start collecting event logs after a full or incremental backup, based on the configured start time and interval.

The continuous data protection function has the following limitations:

• Salesforce has a limitation on collecting the event logs. For the maximum number of Change Data Capture allocations by different license type, refer to Common Change Event Allocations.

• Files objects, such as ContentDocument, are not supported for continuous data protection. Refer to Supported objects for a list of supported objects.

• Salesforce may generate Gap event, which cannot log record changes, instead of Change event resulting from some errors. Detected gap events will trigger automatic reprocessing of affected records within the current continuous data protection job, which may consume additional APIs.

#Monitor and Manage Your Backup

You can click an organization’s tile on the Backup page to view the data backup details of that organization. If you have audit log backup enabled for the organization, select the Data backup tab.

On the Organization details page, you can get the time for the Next incremental backup and Next full backup of the organization data. You can also switch to the desired backup job on the left, download job report, export data, download metadata, or perform a compare job to get the details of the deleted, changed, or added records. For backup jobs in progress, successful items and items with exceptions during the backup are provided.

You can also click the More commands button on the upper-right corner and select to manually start a backup job for this organization or configure the backup settings.

For details, refer to the following:

• Click a backup time in the left pane, and the details of the corresponding backup job will be displayed in the right pane. You can view the start time, end time, number of records, number of metadata items, and backup size of the job. Click Download report to download the job report to the XLS file. We are implementing error codes into job reports as a self-service approach for troubleshooting. Clicking the error code link in the downloaded job report will open the troubleshooting guide.

• Data – Under this tab, you can view, export, download, and compare the backup data.

  • View the number of records, backup data size, API usage, and backup details about different objects. You can click Filters to filter the objects by object type or number range of removed/changed/added records.

    NOTE

    If Bulk API is not enabled for backup in the current organization, the values for Bulk API usage and Bulk API 2.0 usage will be displayed as 0.

  • You can Export records or Export files of the protected objects.

    To export records, select the objects that you want to export and click Export records. In the Export records panel, select whether to export detailed backup data to CSV files or MySQL files, and whether you want to export the changed data after the last backup job or export all backup data in the current cycle. Then click Export. An export job will be added to the job queue, and you can view the progress of the job in the job monitor.

    To export files, click Export files directly. In the Export files window, select the objects for which you would like to export files, and whether you want to export the changed data after the last backup job or export all backup data in the current cycle, and then click Export. Only the following object types are supported: Attachment, Document, Static Resource, Mail Merge Template, and Content Version.

    NOTE

    You cannot start an export job when there is an existing export job running. There is a monthly limit (100 GB) on the capacity of files that can be exported.

    After any export job is completed, two ways are available to download the export data:

    • In Job monitor, click the More commands button of the export job and select Download data. Then copy the password and click Download to download and save the CSV files or MySQL files to a local location.

    • On the Job monitor > Job details page, click Download export data to download and save the CSV files or MySQL files to a local location. To obtain the password of the downloaded files, click Show password.

  • If you want to compare the backup data of the current backup job with those of the latest backup job, click Compare link to start a compare job. You can go to Job monitor to follow up on the job progress and details.

• Metadata – Under this tab, view the backup details of metadata. You can also search for specific metadata by entering the keyword of metadata type in the search box. You can click the Export metadata link to export metadata to a ZIP file.

  NOTE

  Several built-in Salesforce profiles do not have the same name when they are exported. If you create a custom profile with the same name as the exported name of the built-in Salesforce profile, the custom profile will overwrite the built-in profile. To avoid overwriting the built-in Salesforce profiles, refer to Appendix D - Exported Profile Names for Built-in Salesforce Profiles before naming a custom profile.