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What’s Keeping Admin’s Awake at Night? Summer webinar series FAQs

This summer we hosted a great webinar series focused on the issues that are keeping Admins awake at night. The life of a system administrator just gets more challenging as the Salesforce platform expands, and we wanted to highlight the best-of-breed apps and solutions that can help give admins peace of mind. We were fortunate to co-host the webinars with the amazing team at OwnBackup, and they offered some really great insight into their products as well.

It feels a bit strange to be covering our summer webinar series now that we’re into Fall and we’ve started our coverage of the Winter ’22 Release, but time flies in the Salesforce world. So, here we are!

If you missed any of the sessions, we have all the recordings posted on our webinar page and I’ll be sure to link directly to the landing page for each session as well!

Disaster Recovery

From system downtime, integration outages, and user error, disaster can strike at any moment. Watch the recording here!

Does OwnBackup back up profiles, and how are they configured?
Yes, OwnBackup does backup the metadata so your profiles and permission sets are backed up and you’re able to easily restore those as well.

During the restore process, will there be any impact on performance for other Users?
No, performance would not be negatively impacted during the restore. OwnBackup utilizes the Salesforce API, and the usage is handled in a way that minimizes impact to other Users already logged into Salesforce.

Can you back up more than once a day?
Yes! OwnBackup offers a high-frequency service where customers can opt to back up as frequently as once an hour. Additionally, they have an on-demand option that allows you to kick off a backup immediately and it will start running right away.

Can I restore to a different org or sandbox?
Yes, that is an option. As long as the additional org is set up in your OwnBackup environment, then you can perform a cross-org restore.

Increasing Salesforce Storage Costs

As companies expand their Salesforce adoption, their storage costs inevitably rise in tandem. Learn how to assess your current usage and proven strategies to reduce your storage costs. Watch the recording here!

General Storage Questions:

Where can I find my current storage usage information?
If you navigate to the Setup menu and type “storage” then you will find your data storage area. This will show you both the types of data you’re storing, as well as the percentage of overall storage you’re using. You’ll quickly be able to see your file storage vs. your data storage.

What are some objects to address when you’re trying to reduce storage?
Well, first of all, every org is different! Each organization has unique goals and requirements for what they “need” to retain. With that being said, we often see Tasks or outdated Leads and Contacts using a lot of space.

How large are typical Salesforce records?
Standard and custom objects usually take up about 2kb. Person Accounts, though are larger and typically average 4kb. And finally, Campaigns can be as large as 8kb. Email messages can average 75kb, making them one of the biggest culprits of storage usage.

OwnBackup Archiver Questions

How do changes in your Salesforce metadata affect archiving and un-archiving records?
As soon as changes are detected, the product is adding that to the archiving process. So if you’re changing a field type or name, or adding a new process for example, then the process is going to pick all that up seamlessly.

Are archived records visible to the Salesforce reporting engine?
No, they aren’t. You do have the option of exposing them in a BI tool like Tableau CRM. You would then use that BI tool to be able to report on existing and archived data.

When does the archive process run?
That’s up to you! Each customer can set their archive cadence to daily, weekly, or monthly and choose the specific day and time.

What happens if we archive something, and then we want the data back?
When you navigate to the Archive tab, you’re going to see an “Unarchive” button and you can use that to pull the data and insert it back into Salesforce. At this point, any of your record relationships will restore appropriately.

Hmmm, but what about auto-numbers?
Just like with any other record in Salesforce, you don’t have the ability to insert an ‘old’ auto-number so the system would generate a new auto-number. You can always create a custom field on your Object to reference the original auto-number of the record.

And by the way – the same concept applies to the record ID. You would need to create a field to reference the initial record ID if you need that data point for any reason.

Compliance Concerns

With regulations constantly changing, could your Salesforce data be a source of personally identifiable data (PII) and compliance violations? Watch the recording here!

Gears DataMask Questions

The demo showed removing PII from records in your environment, but what about PII that comes in the form of attachments?
GearsDataMask was built around the core, out-of-the-box Service Cloud objects like Case, Case Comments, Chats, Emails, etc. We also have a File Redactor product that is focused on PII housed in attachments. With File Redactor, you can find any sensitive data in our attachments like PDFs, Images, or Documents and then you can decide what to do with that data – redact, highlight it, flag for approval, etc.

Can GearsDataMask remove or modify data that already exists in an org?
Yes. The product comes with audit functionality, so you can search for sensitive data and PII that’s already saved to your instance, and then you can choose what to do with that data. Some companies want to automatically mask the data, some organizations want to extract it to a secure location, etc. Each customer can configure the app to meet their needs.

The audit is also a really great tool to get a baseline understanding of your potential risks and helps to identify compliance violations. And bonus: you can use the audit functionality in Production as part of our Free Trial!

Can we review data before it’s deleted or removed?
Absolutely! We demo’d the functionality of automatically masking (essentially deleting) the sensitive data immediately as it’s coming into the system. But we also offer the ability to mask the initial data and then relocate it to another field, like an encrypted field. This gives you the option to have someone with access to that field review the data before it is permanently destroyed.

OwnBackup Compliance:

Do you support Salesforce data sensitivity level and compliance category field metadata?
Absolutely. There is metadata that indicates the data sensitivity level and a data categorization from Salesforce, and our tool uses that information to take the sensitive data and anonymize it.

Whew, that was a lot! Clearly, we covered a range of topics and there was a lot of information to digest. If you’d like to have an in-depth conversation about the issues that are keeping YOU awake at night, let’s talk! Fill out the form below and a member of our Customer Success team will be in touch soon to set up a time to chat.

Melissa VanDyke

Melissa is the Director of Customer Success Solutions at Gears and is a former Salesforce MVP and 4x presenter at Dreamforce. She is passionate about helping ambitious admins further their careers through being an agent of change, improving process, and team collaboration. She consults on the premise that change, not technology, is typically the hurdle to any implementation or optimization and spends time understanding how her customers approach strategies for change and adoption to ensure Gears’ offerings are aligned to help them be successful!

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