Overview
Your Practifi organization can generate backup files of your data on a weekly basis. You can export your organization's data into a set of comma-separated values (CSV) files. This article explains the limitations of data exports and shows you how to export data from your Practifi instance in Salesforce Setup.
Data Export Considerations
Here are some things to know about exporting data from your Practifi organization:
- You can export backup data from Practifi once every 7 days. If you're interested in third-party solutions that can export your organization's data more frequently, please reach out to your Client Success Manager.
- Exported files are deleted 48 hours after they're generated (not including weekends). For example, if the export is processed on a Friday, the files are deleted on Tuesday.
- Including special content such as images and PDF attachments in the export increases data export processing time.
- If your organization has a large amount of data, multiple .zip archives are created. Each .zip archive contains one or more CSV files and can be up to 512 MB (approximately). If the total size of exported data is greater than 512 MB, the export generates multiple zip files.
- For Chatter posts and comments, Practifi exports up to 1000 characters.
- The data export service isn't supported in sandboxes. You can request an export in your sandbox, but the export doesn’t get processed and doesn’t complete. The only way to remove the export request after it’s been queued is to refresh your sandbox.
Exporting Backup Data from Practifi
To export data from your Practifi organization:
- Navigate to Salesforce Setup by clicking the gear icon in the upper right-hand corner of the screen and selecting Setup.
- Use the Quick Find search to search for and select Data Export.
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On the Data Export page, select Export Now or Schedule Export.
- The Export Now option prepares your files for export immediately. This option is only available if enough time has passed since your last export (7 days).
- The Schedule Export option allows you to schedule the export process for weekly or monthly intervals.
- The Export Now option prepares your files for export immediately. This option is only available if enough time has passed since your last export (7 days).
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On the Weekly Export Service page, click the Export File Encoding drop-down and select the desired encoding for your export file.
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Select the Include images, documents, and attachments and Include Salesforce Files and Salesforce CRM Content document versions boxes to include these items in your export data.
Please note: Including special content in the export increases data export processing time. -
If you want to have spaces instead of carriage returns or line breaks in your export files, check the Replace carriage returns with spaces box. This selection is useful if you plan to use your export files for importing or other integrations.
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If you're scheduling your export, select the frequency, start and end dates and time of day for your export.
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Under Exported Data, select the types of data to include in your export. If you aren’t familiar with the terminology used for some of the types of data, we recommend that you select Include all data. Note the following:
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Formula (derived) and roll-up summary fields are always excluded from exports.
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If your organization uses divisions, data from all divisions is included in the export.
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If your organization uses person accounts and you are exporting accounts, all account fields are included in the account data.
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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.
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For information on field limitations, see the Salesforce Field Reference Guide.
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The Include all data option selects all objects for export at the time the checkbox is selected. For a recurring scheduled export, be sure to reselect the Include all data option to include newly created objects.
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Click Start Export or Save.
When the export is initiated, Practifi creates a .zip archive of CSV files and emails the user who scheduled the export when it’s ready. The email address for this notification can’t be changed. Exports are completed as soon as possible, but we can't guarantee the date and time of completion. Large exports are broken up into multiple files. To download the zip file, follow the link in the email or click Data Export. Zip files are deleted 48 hours after the automated 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 can require users to pass a CAPTCHA user verification test to export data from their organization. This simple text-entry test prevents malicious programs from accessing your organization’s data. To pass the test, users must correctly type the two words displayed in the overlay’s text box. The words entered in the text box must be separated by a space.
We recommend you ensure that any automated processes that process the export files rely on the column headings in the CSV files, rather than the position of the columns.
Additional Resources
Export Backup Data (Salesforce Help)
Export Data (Salesforce Trailhead)
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