Salesforce is a powerful CRM tool, but it’s not without its risks. One of the biggest dangers is losing data due to accidental deletion or user error.
Luckily, there are 10 steps you can take to help prevent this from happening.
1. Use Salesforce’s Recycle Bin
Salesforce’s Recycle Bin is a great way to recover accidentally deleted data. It stores deleted records for up to 15 days, so as long as you catch the mistake within that time frame, you should be able to get your data back. To access the Recycle Bin, go to Your Name > Setup > Administration Setup > Data Management > Recycle Bin.
2. Create Backups with Data Export
In addition to the Recycle Bin, you can also create backups of your Salesforce data using the Data Export feature. This will allow you to export all of your data as a CSV file, which you can then save and use to restore your data if needed. To access Data Export, go to Your Name > Setup > Administration Setup > Data Management > Data Export.
3. Use Field History Tracking
Field History Tracking is a Salesforce feature that lets you track changes made to fields over time. This can be helpful in recovering lost data, as you’ll be able to see what was changed and when. To enable Field History Tracking, go to Your Name > Setup > Customize > Objects and Fields > Field History Tracking. From there, you can select which objects and fields you want to track.
4. Use Data Archiving
Data Archiving is a Salesforce feature that lets you archive data that is no longer needed. This can help free up space in your Salesforce org and make it easier to find the data you need. To enable Data Archiving, go to Your Name > Setup > Administration Setup > Data Management > Data Archive Settings. From there, you can select which objects and fields you want to archive.
5. Use the Salesforce API
The Salesforce API is a great way to automate tasks, such as backing up data or creating reports. There are many different tools available that make it easy to use the API, so be sure to explore this option if you’re looking for a way to automate data management tasks.
6. Use Reporting and Dashboards
Reporting and dashboards can be a great way to keep track of your data and spot potential problems early on. Salesforce provides a number of built-in reports, or you can create your own custom reports. To access the reports page, go to Your Name > Setup > Administration Setup > Analytics > Reports.
7. Use Data Validation Rules
Data validation rules are a great way to ensure that the data entered into Salesforce is accurate and complete. You can create rules to check for things like blank fields or invalid values. To access the data validation rules page, go to Your Name > Setup > Customize > Objects and Fields > Data Validation Rules.
8. Use Field Sets
Field sets are a way to group fields together so that they can be easily accessed and updated. This can be helpful when you have a lot of fields on an object, or when you need to regularly update multiple fields at the same time. To create a field set, go to Your Name > Setup > Customize > Objects and Fields > Field Sets.
9. Use Record Types
Record types are a great way to segment your data and make sure that the right information is being entered into Salesforce. You can use record types to restrict which fields are available for certain users, or to provide different layouts for different types of users. To create a record type, go to Your Name > Setup > Customize > Objects and Fields > Record Types.
10. Use the Salesforce Sandbox
The Salesforce Sandbox is a great way to test out changes to your org without affecting live data. This can be helpful when you’re making major changes, or when you’re not sure how a change will affect your data. To access the Salesforce Sandbox, go to Your Name > Setup > Administration Setup > Data Management > Salesforce Sandboxes.
These are just some of the many ways you can manage your data in Salesforce. Be sure to explore all of the options available to you, and find the ones that work best for your org.