Backing-Up Your Data

Your organization can sign up to receive backup files of your data. You can export all of your organization's data into a set of CSV (comma-separated values) files.

User Permissions Needed: To export data:“Weekly Data Export”

Note

If you give a user the “Weekly Data Export” permission, which is needed to export data, he or she has view access to all data that is exported, and can see all custom objects and fields in the Weekly Export Service page. This permission is granted by default only to the System Administrator profile because of the wide visibility it enables.

If your organization is configured for data export, you can generate backup files manually once every six days or schedule them to generate automatically at weekly or monthly intervals.

  1. Click Setup > Data Management > Data Export and Export Now or Schedule Export. The Export Now option prepares your files for export immediately. This option is only available if a week has passed since your last export. The Schedule Export option allows you to schedule the export process for weekly or monthly intervals.
  2. Select the desired encoding for your export file.
  3. Select Include attachments... if you want your export data to include attachments.
  4. Select Replace carriage returns with spaces if you want your export files to have spaces instead of carriage returns or line breaks. This may be useful if you plan to use your export files for importing or other integrations.
  5. If you are scheduling your export, select the frequency, start and end dates, and time of day for your scheduled export.
  6. Select the types of data to include in your export. If desired, you can include all data in your export file. We recommend that you include all data if you are not familiar with the terminology used for some of the types of data. Note the following:
    • Formula and roll-up summary fields are always excluded from exports.
    • Articles are excluded from exports.
  7. If you are running the export now, click Start Export. If you scheduled the export, click Save.Propertybase creates a zip archive of CSV files and emails you when it's ready. Exports typically finish within 48 hours of submission. Follow the link in the email or click Data Export to download the zip file. Zip files are deleted 48 hours after the email is sent.

    Note

    For security purposes, Propertybase may require users to pass a user verification test to export data from their organization. This simple, text-entry test helps prevent malicious programs from accessing your organization's data.

    To pass the test, users must type the two words displayed on the overlay into the overlay's text box field, and click the Submit button. Note that the words entered into the text box field must be separated by a space.

    Propertybase uses CAPTCHA technology provided by reCaptcha to verify that a person, as opposed to an automated program, has correctly entered the text into the overlay. CAPTCHA is an acronym that stands for “Completely Automated Public Turing Test To Tell Computers and Humans Apart”.

Tip

Any automated processes that process the export files should rely on the column headings in the CSV files, rather than the position of the columns.

Depending on the encoding selected, you may have to make adjustments to the export file before viewing it. Use the following instructions that apply to the character encoding you selected.

 

Viewing Unicode (UTF-8) Encoded Export Files

If you have Microsoft younger than Excel 2003:

  1. Open Microsoft Excel.
  2. Click File | New.
  3. Click Data | Import External Data | Import Data.
  4. Select the CSV file to open and Microsoft Excel will launch the text import wizard.
  5. Select “Delimited” and choose the “Unicode (UTF-8)” option for File origin.
  6. Click Next.
  7. Select “Comma” in the Delimiters section and click Finish. You may be prompted to select a range of cells.Note
    If commas are not appropriate for your locale, use a tab or other delimiter.
  8. Repeat these steps for each file.

If you have an earlier version of Microsoft Excel (pre 2003):

  1. Open the file in Microsoft Excel.
  2. Select File | Save As.
  3. Save the file as type Web Page.
  4. Select Tools | Options | General tab and click the Web Options button.
  5. Select the Encoding tab, and then choose the “Unicode (UTF-8)” option.
  6. Click OK to close the dialog boxes.
  7. Select File | Save to save the file with selected encoding.
  8. Repeat these steps for each file.

Viewing Unicode (UTF-16, Big Endian) Encoded Export Files

Open the export files in a text editor that supports this character set. Microsoft Excel does not support this character set.

Viewing Unicode (Little Endian) Encoded Export Files

  1. Open the file in Microsoft Excel.
  2. Click on column A to highlight the entire first column.
  3. Open the Data menu and choose Text to Columns.
  4. Select the “Delimited” radio button and click Next.
  5. Select “Comma” in the Delimiters section and click Finish.Note
    If commas are not appropriate for your locale, use a tab or other delimiter.
  6. Repeat these steps for each file.
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