Access requirements:
Creating backup jobs is a feature reserved for Gearset team owners.
If you are not a team owner, you will need to ask an existing team owner to change your status from "Member" to "Owner", therefore allowing you to become a team owner to create a job.
Which orgs can I back up?
You can only back up orgs that you own the connections for and not those that have been delegated to you.
If you're a team owner on your Gearset team, navigate to Data management -> Data backup jobs page in Gearset.
You'll see an option to CREATE A BACKUP JOB.
Consider using team-shared org connections for Backup jobs
It is possible to use a team-shared Salesforce org connection for your Backup jobs.
You'll find more information in our documentation on team-shared shared Salesforce org connections.
How is this useful?
How is this useful?
Consider a scenario where your Gearset team aims to connect the backed up org from a Salesforce "service user" account - usually a type of account that is managed and accessed by multiple members at your organisation.
This way, a backup job created in Gearset can be set up from a generic account that isn't necessarily tied to a single Salesforce user (e.g. a Salesforce user that is assigned to a specific person at your organisation).
What potential issues does it solve?
What potential issues does it solve?
This can help with avoiding issues such as having to recover access to a Backup job originally set up by a user who may have left the organisation, and prior to leaving didn't transfer the ownership of their backup job to another member on their Gearset team (because a Backup job was created for an org authorised in Gearset via that employee's Salesforce username).
Note: If a Backup job is created from a user-owned Salesforce org connection, then backup job creator is the sole owner of such Backup job.
However, if a Backup job is created for a team-shared org connection added to Gearset, then every Team Owner on a Gearset team becomes the owner of that job.
Add a new data backup job
If this isn't your very first backup job, you can add a new org to back up via the Create job button.
1. Select the job type
License requirements:
Two standard jobs (daily backup) are available on all Gearset licenses.
While in order to use high frequency jobs (hourly backup), you need to have either Teams or Enterprise licenses.
More info on Backup features available on each plan in our Pricing Calculator.
There are three options to choose from:
Standard job (Daily) - daily backup of your org.
High frequency job (Hourly) - hourly backup of your org.
Big Object job - backup Salesforce Big Objects in your org.
Big Objects job
License requirements for Big Object job:
You must have an Enterprise license to use this feature. Contact us via in-app chat if you'd like our team to enable the Big Object backup job for you.
It is expected that you'd see below notification if our team has not enabled Big Object job on your Gearset account:
2. Define job details
In the next step you go through:
Job details - to select the org you want to create a backup job for.
Job name - is to enter a custom name for your backup.
Time - to select the time when you want your backup job to run.
Once done, click on Next, select data to include.
3. Enable profile permissions - "API Enabled", "Modify All Data" and "Query All Files"
When you select the org you want to create a backup for, Gearset will detect and notify you when all the required permissions are assigned to the org.
If we've notified you that "you have all the recommended permissions assigned to this organization", you're good to move to the next step.
Required profile permission
In your Salesforce org, navigate to Setup > Users > Profiles, select relevant Profile, then click Edit and under "Administrative Permissions" you'll find "API Enabled" permission.
Make sure this is checked in.
Recommended permissions
These are optional, however very much recommended permissions.
Gearset advises that you have them enabled.
If your org is missing Query All Files and/or Modify All Data permission(s), we'll let you know about it by displaying relevant notifications.
When only Query All Files permissions are not enabled:
When Query All Files and Modify All Data permissions are not enabled:
Can I still back up the org without "Modify All Data and "Query All Files permissions?
Yes, you can still back up your Salesforce org without these permissions.
However, be aware that without having those permissions assigned to your profile, there may be objects in your organization that you are not able to include in a backup and/or restore.
You can also choose to enable automated backup for any new objects and managed packages.
Other useful resources
If you'd like to find out more about which Salesforce permissions should be added for the authenticated Salesforce user to allow you a smooth experience with Gearset's Backup and restore feature, check our documentation on:
Gearset backup & restore - User permissions
4. Select data to be backed up
Note: Once you're on "Include data" page during backup job creation, it isn't possible to go back to the previous page to re-configure job details.
It is because at this point the Backup job has already been created and it isn't possible to edit the selected Salesforce org. You can only go "Back to data backup jobs" page, and start creating a new backup job from scratch.
Include data - By default, every new backup job is configured to use Gearset's recommended filter.
Check our documentation to find out what objects are being backed up in this filter: Gearset backup & restore - job filtersManually configure - if you'd like to manually configure the filter for your backup job, select this option instead.
5. Options available under "Manually configure"
By default, you'll see these two toggles being enabled:
- "New recommended objects"
- "Include managed packages"The dropdown allows you to filter through:
- "Recommended objects"
- "Not Recommended objects"
- "Selected Objects" (the ones you've selected for your backup job)
- "Not Selected Objects" (the ones not selected for your backup job)Use recommended filter instead - allows you to revert back to Gearset's default filter.
Can't find the object you're looking for? - this option allows you to preview objects that are not supported by the Bulk API (e.g. since Summer '18), or currently unsupported by Gearset.
When Gearset knows the exact reason why a specific object isn't supported, we will display it in the
Reasoncolumn.
An example is can beActivityMetricobject, which is "not supported by the Bulk API", as per the info we provide.These unsupported objects won't appear in the list of objects you can include in your backup job.
Once done, click on Next, field permissions.
6. Field permissions
Field permissions tab is not available when adding a high frequency (hourly) job - this is an expected behavior.
On this page Gearset will show you if any objects included in the backup job have fields with missing read or edit permissions.
If any fields are found, you can click on Download permission set - this will generate and download a .zip package with all the missing permissions.
We recommend that you deploy these missing permissions to your org. Once deployed, you'll need to manually assign the permission set to the right users in the org (we hope to be able to automate that process in the future).
To deploy the .zip package with permission set, use our Compare and deploy feature. Then as source select Local files > Upload zip (see video guide below).
After all the permissions are deployed to the org and assigned to the user(s), the Field permissions page in Gearset should not display any missing permissions (keep in mind this may take a while to be updated in Gearset app).
When you're happy with this step, select Next, job permissions.
Note: For users who only have a Backup license purchased, and no access to our Compare and deploy feature, you'd need to deploy the field permissions outside Gearset. One of the alternatives is to use a free tool called Workbench.
7. Job permissions
On this page Gearset recommends to assign your Backup job to at least one other member on your Gearset team.
By default, every user will get minimum
Viewpermission for your Backup job.
As for other permissions, you're in full control which ones to assign.
Check our documentation on what access each permission gives.
Once you're happy with your choices, click on Next, notifications.
8. Notifications
Send notifications - allows you to send email notifications for either:
- Every backup run
- Or only for the backup runs that failEmail results to - this option lets you select an existing member from your Gearset team who is to receive an email notifications about the backup run.
Text results to - you can send SMS notifications to numbers staring with country codes: +1 (USA), +44 (UK) and +61 (Australia).
The remaining options allow you to set up Slack and Microsoft notifications via webhooks, as well as to enable Chatter notifications.
Once you've set up your notifications, select one of the options to complete the backup job set up:
Create - this will create your backup job in Gearset!
Create & run - this will create your backup job, and initiate the first run!
You can preview all your Backup jobs on our Data backup jobs page.
Next steps
Once you've created your first backup job, you can read more about running and managing your backup job.