Use this link to share with your colleagues:
How to Back Up All of Your Data: https://help.pm.leapevent.tech/a/515258
Even though PatronManager and Salesforce are cloud-based systems, you should back up your data on a regular basis.
There are two ways to approach a backup, depending on why you need the backup and what you’re planning to do with your data afterwards:
- If you’d like to do your due diligence by periodically exporting your entire database to upload to another (very safe and secure) cloud drive, you’ll want to perform a full export as outlined below.
- If you plan on updating some records and want a backup of the existing data before you begin, you can create a report and export the results.
WARNING - by backing up your data, you will likely be downloading personally identifiable information about your patrons. It's a good idea to exercise care with this data: make sure that any computer used for this data has a strong password, up-to-date virus protection, and is not accessible by anyone but you. If you have any questions about this, please submit a case through the Community.
Exporting Your Entire Database
Note that in order to complete an export, users need the “Weekly Export” permission checked in their user profile. We recommend having your Certified PatronManager Admin handle these exports.
1. In PatronManager, go to Setup
2. Search for and click on "Data Export"
3. Choose a one-time export or schedule regular recurring exports
If you're looking for a one-time copy of your data, choose "Export Now". If you'd rather set up a regular scheduled export to ensure you always have a relatively recent copy of your data available, choose "Schedule Export".
Keep these tips in mind:
- Scheduled exports can run on a weekly or monthly basis.
- Whichever option you choose, you will need to come back and download the resulting data within 48 business hours (weekends are excluded) of each completed export; after that time the export files will be automatically deleted from Salesforce.
- You can't run exports more than weekly, so the "Export Now" option will only be available if it's been at least a week since your last export.
- Exports can be delayed (sometimes by days) during high-volume times (for example, on the first of the month). For more information see Salesforce's Knowledge article.
4. Set your options for the export
Both the immediate and scheduled exports contain the following options, so we'll cover those first. If you're doing a scheduled export, don't worry; we'll cover the scheduling options next!
- Use the default Export File Encoding value.
- Choose whether or not to include images, documents and attachments. This will include, for example, images, documents and attachments you’ve uploaded to Contacts. Note that checking this option will increase the amount of time it takes to complete your export.
- Choose whether or not to include Salesforce Files and Salesforce CRM Content document versions. If you don't know what this means, leave it unchecked - this is a feature of Salesforce that most PatronManager clients don't use.
- Choose whether or not to replace carriage returns with spaces. This selection is useful if you plan to use your export files for importing elsewhere (or for clean up and re-importing). If you're just backing up your files for general due diligence, leave this unchecked.
- Under Exported Data, select "Include All Data".
- Click the Start Export button for a one-time export, or if you're setting up a scheduled export, first see below to confirm your scheduling options.
For scheduled exports, all the above options apply, plus you'll be able to choose the schedule:
These are the weekly options:
These are the monthly options:
Once you've made your scheduling selections and completed the other options as outlined for all exports above, click "Save" to schedule your export.
5. Download your export files when complete
Salesforce will create a zip file of CSV files containing your data and will email you when it's ready.
Once you receive the confirmation email, click the link (or go back into Data Export in Salesforce) to download the zip file.
You will have 48 business (i.e. non-weekend) hours to download the backup. After 48 hours, Salesforce will delete the backup.