Salesforce Backup Checklist for Admins Before Major Changes

Every Salesforce admin has been there — you push a major change, something breaks, and you realize your last backup was weeks ago. Whether you're about to run a deployment, a data migration, or a configuration overhaul, a solid backup routine is non-negotiable.

This checklist covers everything you should back up before making major changes to your Salesforce org — including the file attachments and notes that most backup tools silently skip.

Before You Start: What "Backup" Actually Means in Salesforce

Salesforce stores data in three broad categories, each requiring a different backup approach:

• Structured records — Accounts, Contacts, Opportunities, custom objects. Exportable via Data Export or Data Loader as CSV.
• Files and attachments — ContentDocument/ContentVersion (Files), classic Attachments, Documents. These are binary files and need a dedicated tool.
• Configuration and metadata — Flows, Apex classes, page layouts, custom fields. Backed up via the Metadata API or Salesforce CLI.

The Backup Checklist

Step 1 — Export All Structured Records

Go to Setup → Data → Data Export and request a full export. This gives you CSV files for all standard and custom objects. For large orgs, schedule it a day before your change window — exports can take hours.

Also export using Data Loader if you need specific object subsets or if your org is too large for the web export to complete reliably.

Step 2 — Back Up All Salesforce Files and Attachments

This is the step most admins miss. Salesforce's built-in export doesn't download the actual binary files — contracts, invoices, signed documents, images, PDFs attached to records. These live in ContentDocument and classic Attachment objects.

Use SFDC File Exporter to bulk-download everything before your change:

• ContentDocument (Files linked to records)
• Classic Attachments (older orgs)
• ContentNote (enhanced notes)
• Documents (from the Documents tab)

SFDC File Exporter lets you filter by object type, record owner, date range, and file type — so you can take a targeted backup of just the files at risk from your specific change.

Step 3 — Export Notes (Classic and Enhanced)

Classic Notes can be exported as part of the weekly data export. Enhanced Notes (ContentNote) are part of Files — SFDC File Exporter handles these automatically.

Check which type your org uses: if you see a "Notes & Attachments" related list, those are classic. If you see "Files", they're enhanced.

Step 4 — Capture a Metadata Snapshot

Before any deployment or config change, pull your metadata to version control:

sf project retrieve start --manifest manifest/package.xml

If you're not using the CLI, use Workbench or VS Code with the Salesforce Extension Pack to retrieve a package.xml-based snapshot of your current metadata. Commit it to git before making any changes.

Step 5 — Document Your Current Automation State

Export a list of all active Flows, Process Builder processes, Workflow Rules, and Approval Processes before you change anything. Run this SOQL via Developer Console:

SELECT Id, MasterLabel, ProcessType, Status FROM Flow WHERE Status = 'Active'

Save the results. If a deployment accidentally deactivates something, you'll know what to reactivate.

Step 6 — Note Your Current User/Profile/Permission Set Assignments

If your change touches security — profiles, permission sets, sharing rules — export current assignments first:

SELECT Id, UserId, PermissionSetId FROM PermissionSetAssignment

Same for Profile assignments via the User object. A screenshot is often enough for smaller orgs.

Step 7 — Record the Current Field-Level Security State

If you're modifying custom fields, note which profiles can read/edit them before making changes. This is easy to miss and painful to reconstruct after the fact.

Step 8 — Test Your Restore Process

For file restore specifically: open one of your SFDC File Exporter exports, pick a random file, and confirm you can find and open it. This 2-minute check has saved many admins from disaster.

Quick Reference: Backup Checklist

How SFDC File Exporter Fits Into Your Backup Workflow

SFDC File Exporter is a Windows desktop app built by RASPSYS LLP specifically for the file backup problem. It connects to your Salesforce org via OAuth, lets you select which types of files to export, and downloads them in bulk — organized by record, object type, or date.

Key features for backup workflows:

• Filter by object (export only Opportunity files, for example)
• Filter by date range (export only files modified in the last 30 days)
• Maintain original folder structure and file names
• Works on any Salesforce edition — no managed package to install
• Processes locally — your files never touch a third-party server

It's free to download and takes about 5 minutes to set up. Download SFDC File Exporter here.

When to Run This Checklist

Run a full backup before:

• Any Salesforce release deployment (sandbox → production)
• A data migration or import of more than a few hundred records
• Changes to sharing rules, OWD, or territory management
• Major Flow or Process Builder changes
• Org merges or sandbox refreshes
• Before reaching out to Salesforce support for data recovery (they'll ask for it anyway)

What If You Need Help?

If your org is complex — multiple business units, large file volumes, custom data models — a pre-change backup can take significant time to plan and execute. RASPSYS LLP offers Salesforce admin and data management services, including backup strategy review and hands-on support for migration projects.

Learn more about RASPSYS Salesforce Services or contact us directly.