Description
A recording from a previous Gearset 360 backup and restore workshop. Learn how to recover your Salesforce metadata and data in Gearset.
Transcript
Hello, everyone, and welcome to the backup to the future workshop, otherwise known as the, I guess, the backup and restore workshop.
We had many puns that we came up with, but all of them were worse than this one. So we've gone with back up to the future.
So, just a quick introduction. I'm Alex Walter. I'm one of the dev team leads here at Gearset and work mainly on the backup and restore solutions that we offer.
So just to go through what the, goal of the session is, It's gonna be, how to use the gear sets backup and restore tool, and we'll run through a few scenarios of, when when items get deleted or changed and being able to restore those.
But first of all, gonna start off with a little bit of context of, like, why worrying about backing up Salesforce data and why worrying about why worry about restoring this data.
So thinking about why why why would you want to worry about backing up Salesforce data?
Like, you may think, isn't it in the cloud already?
And, hey, we've never lost any data before.
But we think it's good to, challenge these assumptions. So, it may well be in the cloud, but there are many things that can go wrong with your data causing a data corruption incident.
And, well, people think that they've never lost data before, but, we've found out of, according to the Gearset sales state of Salesforce DevOps report, over two thirds of respondents have lost data in the past year or had a data corruption incident.
So it's it's something that is quite likely to happen.
And if it hasn't happened to you already, it there's a good chance that it might do in the near future. So how is your data at risk?
So, I guess, like, from people. So it could be, like, people on your, like, on your team.
So there's things like accidental thing things that go wrong. So people can accidentally delete records.
They can accident no. They can, accidentally upload, like, the wrong leads or something like that, and this can mess up a load of, a load of, your data by, like, getting the columns wrong or something like that. And or there are also the cases where you can get, malicious, people who go and, like, on purpose, go and make changes either from, like, within your organization or from outside who want to, change your data.
And then another side that is also, like, probably more common is, like, from integrations and, like so the plugins are, like, very powerful on Salesforce, and so you can, do a lot of things with them. But it's quite easy to get these slightly wrong, and these can go, cause all kinds of damage to your org, all kinds of damage to the data, and you could lose some very important information here.
So let's have a think about, measuring the, the disruption that would actually be to to your day to day working here. So, if we think about this in in terms of time, because I guess, like, time is often sort of as, like, time being money.
So, we can think think of, like, the amount of time that you're that is lost from, the data data going from being corrupted to the data going back to, business as usual.
So if we think about an incident that, happened here at the top, if you think back and you think, to and what you want to take into account is when was your last backup.
So if you've had an incident, how long is it that it the that it was that you had your last copy of your good data? And so this is your recovery point, so often measured as, like, a recovery point objective of, like, trying to get this down to be as short as possible.
And then let's think about so after the incident has happened, how long does it take to get back to when you can go back to business as usual? So first of all, there's a bit of time between the incident happening and then the incident being discovered.
And then once you've found the the incident has been discovered, it can take a bit of time to actually get the data restored and the data back to normal.
And so this, this part from the incident to the data being restored, this is your recovery time, often measured with, like, a recovery time objective.
And, I guess, so a way that you can get this cut down is to, have good alerts for when you find out about the incident being discovered and also, having good, a good amount of practice of, like, knowing how to use go about a restoration quickly and effectively and getting back as quick as possible.
So if we want to think about restoring new Salesforce data, well, we we often get customers, like, coming across with sentiments like thinking, well, we might get to that whenever we come to it and think, oh, it might be not quite sure who who who it is, and, like, it could be someone else's job.
But I guess the best mindset to have here is to think, well, okay. Maybe something is quite likely to go wrong, and then think of, like, who is actually responsible.
Maybe, like, assume that it's you until, like, it's sort of proven otherwise because, if and and also think about, well, it's probably quite likely to happen at some point in the future.
As said, it's happened, like, to two thirds of respondents to our survey in the past year, so there's a good chance that it might happen within the next year, for for your organization.
And so you also want to think about sort of practicing a few likely scenarios.
And so, you think about sort of when, what kind of scenarios might be likely to happen and how might you go about restoring from restoring those.
And so leading into that, let's go and jump into the workshop.
So after a little bit of setup, you should have in front of you two tabs.
You should have one for which is logged into a Salesforce org, which we've set up.
So we've got a, a few accounts, leads, and a few other related items.
We've got a few scripts in there that will, mimic a day happening in the life of your Sales Force org.
And you should also have a login to Gearset. And on this login to Gearset, you want to go to the data backup jobs tab.
So you can find that by going down the side and selecting data backup jobs.
K.
So first thing that we want to do is to create a gear set backup job. So if you click the big button in the middle here, should bring up a model a bit like this.
So what you wanna do is give your job a name, then you want to select your data backup org. And so this is the one named backup org in the drop down here, and then select this tick box at the bottom to run the first backup after saving the job, and then click save. And so this will, first of all, get a a baseline snapshot of the state of your org before anything has happened on it.
Okay. So whilst that's running away, I'll just run through a couple of other features that we've skipped over here.
So other things that you could take that, we could have added in here would have been some smart alerts. And so these can tell you when things have changed, and they're a bit out out of the ordinary.
So things like, you could be notified when, let's say, more than a large number of accounts have been removed or, say, more than a large number of lead records have been changed or for, like, any objects within your org, so any custom objects or anything like that. And so you you want to be you you want to find out, so when something out of the ordinary has happened, and so you can react to it as quick as possible.
Another thing that you we could have added in was to add in sort of other members of your team. So you could this allows, like, other members to sort of cover, like, restoration or being able to pick up any problems.
And so you've got many people who are available to, to recover any situations, and you can, like, keep this security to just allow them to, do the things that that you want them to allow them to do, such as restoration, but you wouldn't allow them to kick off another backup job.
Now let me just run through a bit about what's initially in this in your org.
So we've got a load of lead records here, and so you can see these highlighted.
So these are all leads that have recently been added. These are from the Dreamforce twenty twenty two group. So we have people like Jennifer Hudson, Allison Felix.
So these have all been added in, but you might notice that the, the names have lower lowercase letters at the beginning. So this is something that we might might want to update a bit later on.
And then if you scroll down to the bottom, you can see we've got a very interested lead from a very keen company.
So this is something that we'll we'll definitely want to keep an eye on in the near future.
So, once everyone's, first snapshot has happened, we can then mimic the day, mimic a day happening within your org.
So to do this, if you go to the home tab and then click run day one, this will kick off a a few Apex scripts to mimic a bit of change within your org, and mimic, a day happening within your org.
And after that's happened after we've kicked that off, we'll then run another backup, and this will get a snapshot of, the state of your org after day one. So you can do that by clicking back up now.
And so I'll just run through a bit about a couple of your colleagues who you're working with. So firstly, we've got careful cloudy.
Cloudy the goat is trusty, he's sure footed, helpful, confident, encouraging.
So sounds like a really good person to work with and someone who you can always trust does the right thing.
Who else have we got?
So we've got fearless Cody. So fearless Cody, also known as the the rascal of the bunch. So Cody is, old, fearless, unexpected.
So maybe he does, like, quite a lot of good things, but sometimes gotta keep a bit of an eye in case there's something a bit reckless that happens.
So, now, whilst that backup is running, let's think about what our objectives are.
So, firstly, we're going to have a look to see what has changed within our org and then with within our backup. Does it make sense?
And then we're going to think, can we undo these, any if there's any unwanted changes there, can we undo them? So you will notice that you'll have got a couple of messages after running day one, saying a few things that have changed.
So one from careful cloudy, capitalized some lead names, and one from Fearless Cody who's messed up one of the leads but wants to revert that change.
So let's see if we can pick up these changes. Can we see that they've happened?
And will we be able to recover from this problem that's happened?
So we have a look across. Just checking in your org, you can see that these have be all been capitalized, these leads, and so that looks all good.
And you might notice this very keen company that had a an important name on there, so someone that we'd probably like to contact.
This appears to have been messed up.
But now let's see if we can have a look at, have a look at, what has changed and see if we can if this is being picked up within our backup.
So let's find out by going into your backup on gearset, clicking view details, and you should bring up a screen a bit like this. So you can see that we've picked up the differences between our initial snapshot and this and the one that is run after day one.
And so, see, we've picked up seven data differences.
And if we click view changes, you can see that we've picked up a load of changes within your lead records.
And so if we then click on view records, we can then see this in a bit more detail.
So should have a nice little table of all of your leads that have changed.
And so you can see things like, so Jennifer Hudson. So this is, has had the had a name, changed so that the first letter and law of, the last name and first name have been updated.
And this isn't aligned with, this email that we got from Careful Cloudy.
And so we can see all of them have worked gone in as expected, and we've picked those up.
And then if we scroll down to the bottom, we can see that our that what another one of our leads, so from the very keen company, has had their name changed from very interested to a load of nonsense.
And it turns out that well, it looks like this is the one that has been messed up by, by Cody.
We couldn't remember which one, but, fortunately, we can see this, in our side by side comparison, and we can pick this up quite easily.
And now we're being and so we've picked up this change, and now we want to think about reverting the change.
So to do this, if we select this record, you can then click, by the tick box next to it. You can then select, restore from previous backup at the bottom of the of the page, and this should bring up a model that looks something like this.
So for this sort of fairly simple case where we want to just restore a few fields, we can click, restore records with specific fields.
This will take you to a view a bit like this.
So you can then where we've got a side by side comparison of all of the the values that we want to change, and we can select which fields we want to revert out of those.
So you want to select the last name, first name, and you can also select the name as well, and then click plan restoration.
This will then bring up a little summary of the, records that we're going to restore and then allow you to, and then one to which we've got here.
So one lead record with three selected fields.
And so we're happy with that.
We can then click deploy data, and this will then, fetch these records from the backup, do a bit of processing, and then upload the the records to Salesforce.
And so we're once that's complete, you can then have a look, go into the leads on, Salesforce, and you can see that it should have now updated to, have the, the name correct to be professor very interested from the very, very keen company. So we can now go ahead and contact them. And so we've now now back to business as usual with a couple of, couple of easy steps within your, data backup job.
So that was day one.
Now let's think about now let's move on to something a bit more complicated for day two.
The objective here will be, can we undo, any unwanted deletions for a more complicated example?
So let's simulate day two, two happening by clicking run going to the if you go to the home tab on your Salesforce, Salesforce org and click run day two, This will run a few more Apex scripts to simulate a second day happening.
And then if we go and get the backup to run after, day two, if we click, data backup jobs in the top corner and then click, backup now. And this will take another snapshot of of the state of your org after day two.
So I'll just run through a bit about, what was initially in the org before we, made those changes.
So we had a load of accounts such as these, alpha, beta, delta that were all deprecated, and we also had one called the Acme Ambals account as well.
And you can also notice on all of these records, we had a few things that were related to them. So we had some, contacts, some opportunities, some cases, some opportunity products or GTCC opportunity line items, gold.
And so we had sort of a few levels of, complexity where there's a few things that are all a few, records all related to each other.
And we've got a couple of messages here of of of what, what happened.
And so we had a few deprecated accounts and related items deleted, and looks like the Acme account accidentally got deleted as well.
So just thinking about how, how you might go about this if you didn't have a good, solution in place. I mean, this is a, like, a fairly, a sort of a reasonably simple example with a few standard, objects, but it could be quite complicated. So we've got, like, an account.
We've got cases, contacts, opportunities, opportunity products.
These are all all linked together.
And so if you were doing this with, say, uploading a a few CSVs or something like that, It proved, like, really quite difficult to, sort of tie all of these in together, and it would would be quite a lot of work to be able to do that. But this is a fairly simple case, so I think most people's orgs would be far more complicated than this, and so they would have far more things that would all be linked together.
And it could it could take days to get back to, this situation that you were from just a few accidental deletions.
So once everyone's backup has finished after day two, we can then jump into, view the details for this backup, and it and it should show something like this where we picked up that we've had a load of records that have been deleted. So we've got sixty deleted records.
And if we jump in and view the changes here, we can see that we've got, a few accounts, cases, contacts, opportunities, and opportunity line items that have all been deleted.
And we've had a few mentions here of about, accounts and their related items. So let's have a look into see see what's happened there.
So we have a look at the table and see that we've picked up, we've got, a number of items that were deleted, say the, alpha, gamma, beta, etcetera, that were all deprecated have all been deleted, which lines up with our first message that we've got.
Then we've also had this acme ambles one that has also that has been deleted, which is one that was accidentally deleted by, by Cody.
So let's think about, restoring this, Acme account.
And so to do this, we want to, we want to select the tick box next to the account and then click restore from previous backup.
And for this one, we want to do something a little bit more complicated. So we want to restore the records along with, some dependent objects. So here it's mentioning contacts and opportunities. And so let's have a look and see see what, what we've got, when we go down this route.
So it should bring up, like, a view like this where it's got a tree of dependencies of what has been, deleted within your org.
So we've got a single account that has been removed, and then you can also see that it's got some related cases, contacts, opportunities. And then if we open up the opportunities, we can see a further level down and see the opportunity line items that have also been removed.
So with GearSet, you can keep on going further and further deeper down into the tree, and we can work out all of the dependent records that, that have been deleted or changed, as a result of the initial parents being being removed.
And we do this for any custom objects as well, so not just your standard objects. We can work out these for for all of those.
So now we can, select the, so let's select the, records that we want to restore.
So your accounts, cases, contacts, opportunities, so select these tick boxes.
And then if we select continue, it will then take us into a problem analysis stage.
So this will, run through and check that, restore is all good to work.
And so that we're going to succeed with this restoration.
So we'll check to see if there's anything like, missing, any, missing parent records and or anything like you're missing the the incorrect record types or something like that.
And there's, like, multiple problem analyzers that work in a similar way to Gear Sets metadata problem and analyzers, and the aim is to get a, successful restoration the first time.
And we'll give you, if there are any problems, we'll give you a few steps to, to resolve those, if there are any available.
So there shouldn't be any with those, but we should, should now have a, a nice little summary of all the records that, we're we're set to, deploy as part of this restoration.
And so we've got one account, two cases, contacts, and opportunities.
And if we want to make doubly sure we can, that we've got the right ones in there, we can click on the the contacts, and it will bring up a little, preview saying what are the the related ones there. So it's the Acme account, and we've got a couple of contacts such as Roadrunner and Elmer Fudd.
These seem like people who are related to the, the right account for Acme.
So we're we're happy with that, and so we're now good to proceed with the restoration.
So if you now click deploy data, this will then, run the restoration.
We'll get the records from the backup.
We'll then work out all of the dependencies, upload them to Salesforce, and then we'll be back to business as usual. So we can have a quick look once that's now complete.
Have a look into your accounts, and you should now find the Acme Anvils account. And we've got the related contacts and opportunities and cases all within there.
So that brings to the end the, data backup workshop.
We've got a bit more information, here that's linked on our website. So, backups for Salesforce ebook and, business case for Salesforce backup white paper.
If you would like to to read a bit more of those, there's a link here, and you can find it on the website.
And we've also got a few customer stories of, how they've successfully used Gear Set in the past.
So what remains is to say thank you very much, and I and I hope you've enjoyed the workshop.
