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Understanding and Using Data Export

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Overview

For wealth management firms, maintaining reliable data backups is a foundational part of responsible operations. Practifi enables your organization to export a complete snapshot of your data as comma-separated values (CSV) files, creating a backup archive you can store, review, or use with external tools.

Exports can be run on demand or scheduled to run automatically on weekly or monthly intervals, giving your team a consistent, low-effort approach to data backup. Whether the goal is compliance recordkeeping, business continuity planning, or offline data review, the data export feature puts that capability directly in your Practifi Administrator's hands.

This article explains the key considerations for data exports and walks you through the process in Salesforce Setup.

Please note: Occasionally, Practifi Administrators may need to edit or add data to objects. For more information on handling bulk data operations, please review our Using Salesforce Inspector Reloaded and Using Data Upload Templates articles.

Data Export Considerations

Before running or scheduling an export, there are a few important things to understand about how the feature works:

  • Export frequency: You can export backup data from Practifi once every 7 days. If your firm needs to export more frequently, reach out to your Client Success Manager to learn about third-party solutions.
  • File availability window: Exported files are deleted 48 hours after they are generated, not including weekends. For example, if an export is processed on a Friday, the files are deleted on Tuesday. Download your export files promptly after receiving the notification email.
  • Processing time for special content: Including images and PDF attachments in the export increases processing time. Plan accordingly if your organization stores a significant volume of documents.
  • Large data sets: If your organization has a large amount of data, multiple .zip archives are created. Each archive contains one or more CSV files and can be up to approximately 512 MB. If the total size of exported data exceeds 512 MB, the export generates multiple zip files.
  • Chatter content: For Chatter posts and comments, Practifi exports up to 1,000 characters.
  • Sandbox limitations: The data export service is not supported in sandboxes. You can submit an export request in a sandbox, but it will not be processed or completed. The only way to remove a queued export request from a sandbox is to refresh the sandbox.

Exporting Backup Data from Practifi

To export data from your Practifi organization:

  1. Navigate to Salesforce Setup by clicking the gear icon in the upper right-hand corner of the screen and selecting Setup.


     
  2. Use the Quick Find search bar to search for Data Export, then click Data Export in the results.

     
  3. On the Data Export page, select Export Now or Schedule Export.
    • Export Now prepares your files for export immediately. This option is available only if at least 7 days have passed since your last export. 
    • Schedule Export lets you configure automatic exports at weekly or monthly intervals, giving your team a hands-off approach to data backup.
  4. On the Weekly Export Service page, click the Export File Encoding drop-down and select the desired encoding for your export file.

  5. To include documents and attachments in your export, select the Include images, documents, and attachments and Include Salesforce Files and Salesforce CRM Content document versions checkboxes.

    Please note: Including special content in the export increases the processing time for data exports.

  6. If you want spaces to appear in place of carriage returns or line breaks in your export files, select the Replace carriage returns with spaces checkbox. This option is useful if you plan to use the exported files for data imports or other integrations.

  7. If you're scheduling your export, select the frequency, start and end dates, and the time of day.

  8. Under Exported Data, select the types of data to include in your export. If you are not familiar with the terminology used for the available data types, selecting Include all data is a safe choice. Keep the following in mind:
    • Formula (derived) and roll-up summary fields are always excluded from exports.
    • If your organization uses divisions, data from all divisions is included in the export.
    • If your organization uses person accounts and you are exporting accounts, all account fields are included in the account data.
    • If your organization uses person accounts and you are exporting contacts, person account records are included in the contact data. However, the contact data only includes the fields shared by contacts and person accounts.
    • For information on field limitations, see the Salesforce Field Reference Guide.

    • The Include all data option selects all objects for export when the checkbox is selected. For recurring scheduled exports, be sure to reselect Include all data to capture any newly created objects.

  9. Click Start Export or Save.

Once the export is initiated, Practifi creates a .zip archive of CSV files and sends a notification email to the user who scheduled the export. The email address for this notification cannot be changed. Exports are completed as soon as possible, though Practifi cannot guarantee a specific completion time. Large exports are broken into multiple files. To download your zip file, follow the link in the notification email or click Data Export in Setup. Zip files are deleted 48 hours after the notification email is sent, not including weekends. For example, if the email is sent on a Friday, the files are deleted on Tuesday.

Please note: For security purposes, Practifi may require users to complete a CAPTCHA before exporting data. This test prevents malicious programs from accessing your organization's data. To complete the test, correctly type the two words displayed in the overlay's text box, separated by a space.

If any automated processes in your organization rely on the exported CSV files, configure them to reference column headings rather than column positions, as column positions can change between exports.

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