Scheduled Export of Data

In Salesforce, a scheduled export is typically done through the built-in Data Export Service. This tool allows you to schedule an automated backup of all your organization’s data (including attachments) on a weekly or monthly basis.

Here is how you set it up:

1. Using the Data Export Service

This is the native, "no-code" way to schedule exports directly within the Salesforce Setup menu.

• Navigate to Setup: Click the Gear icon in the top right and select Setup.

• Find Data Export: In the Quick Find box, type "Data Export" and select it.

• Schedule the Export: Click the Schedule Export button. (Note: If you just want a one-time pull, you would click "Export Now").

• Configure Your Settings:

  • File Encoding: Usually, ISO-8859-1 or UTF-8 is standard.

  • Attachments: Decide if you want to include "Images, Documents, and Attachments" and "Salesforce Files." Be aware that including these will significantly increase the size of the export and the time it takes to complete.

  • Frequency: Choose Weekly or Monthly. (Salesforce editions vary; some only allow monthly).

  • Start/End Dates: Set the duration for how long this schedule should run.

  • Preferred Start Time: Pick a time when your org is least active (e.g., midnight on a Sunday).

• Select Objects: You can choose "Include all data" or select specific objects (like Accounts, Contacts, and Opportunities).

• Save: Click Save.

2. What Happens Next?

Once the export is processed, Salesforce will send an email to the user who scheduled it.

• The Link: The email contains a link back to the Data Export page in Setup.

• The Window: You only have 48 hours to download the .zip files before Salesforce deletes them.

• File Size: If your data is large, Salesforce will split it into multiple .zip files (usually around 512MB each).