Salesforce's built-in Data Export Service is one of the most underused tools in the admin toolbox — and also one of the most misunderstood. Most admins know it exists, but fewer understand exactly what it covers, what it deliberately excludes, and how to build a complete export workflow around it. This guide covers all of that, using the right terminology so you know exactly what you're working with.
What Is the Salesforce Data Export Service?
The Data Export Service is a native Salesforce feature that lets administrators export all standard and custom object records as CSV files. It's accessible from Setup → Data → Data Export, and it can be scheduled to run automatically on a weekly or monthly basis depending on your Salesforce edition.
When the export runs, Salesforce packages the CSVs into one or more zip files that you download directly from the Setup menu. Each zip contains one CSV per exported object — Accounts, Contacts, Opportunities, Cases, custom objects, and so on. The resulting CSVs are structured exports: every row is a record, every column is a field, and relationships between records are represented by Salesforce IDs.
What the Built-In Export Service Misses
The Data Export Service exports records. It does not export files.
Salesforce stores uploaded files, email attachments, and scanned documents in three separate object structures:
- ContentDocument / ContentVersion — the modern Salesforce Files system (Lightning). The actual binary content lives in the
VersionDatafield, which is a Base64-encoded blob accessible only via an authenticated API request. - Attachment — the legacy classic attachment object. Binary content is in the
Bodyfield, also an API-only blob. - ContentNote — enhanced Notes created in Lightning. These are technically stored as ContentVersion records but require separate handling.
How to Use the Built-In Data Export Service
Setting up the export is straightforward for any admin with the "Manage Data Exports" permission:
- Navigate to Setup → Data → Data Export.
- Click Schedule Export for a recurring export or Export Now for a one-time export (subject to a 6-day minimum since the last export).
- Choose your export frequency — Weekly or Monthly.
- Check the objects you want to include. You can select all objects or limit to specific ones.
- Choose whether to include formula field values (recommended: yes).
- Save the schedule. When ready, Salesforce sends an email notification and the zip files appear in the Export Files section for 48 hours before being automatically deleted.
The File Export Gap — Why You Need a Separate Tool
When you upload a file to Salesforce, the platform stores it as a ContentVersion record. The record contains metadata fields (Title, FileExtension, ContentSize, CreatedDate) that export cleanly to CSV. But the file's binary content is stored in the VersionData field — a streaming blob. You can only retrieve this content by making an authenticated HTTP GET request to a specific Salesforce content URL for that individual file.
The Data Export job writes CSVs in bulk using a tabular serialization process. It cannot stream thousands of individual binary blobs into a zip archive — each file requires its own authenticated request, response handling, and write-to-disk operation. This is fundamentally different from exporting tabular data.
How to Export Salesforce Files and Attachments
SFDC File Exporter by RASPSYS LLP was built to solve exactly this problem. Where the Data Export Service stops at CSV rows, SFDC File Exporter picks up — downloading the actual binary files from your Salesforce org to your local machine.
- Connect your org via OAuth 2.0. No username/password stored, no third-party server involved.
- Select what to export. Choose from ContentDocument (Files), classic Attachments, ContentNote (Enhanced Notes), or Documents. Filter by parent object type, date range, or file type.
- Start the export. The app queries the relevant objects, fetches the binary content for each file, and saves them locally in an organized folder structure.
- Export iteratively for large orgs. Use the date range filter to export in batches to stay within API governor limits.
Combining Both Tools: A Complete Export Workflow
| What to Export | Right Tool | Output Format |
|---|---|---|
| Standard & custom object records | Salesforce Data Export Service | CSV files in zip archive |
| Salesforce Files (ContentDocument / ContentVersion) | SFDC File Exporter | Original files (PDF, DOCX, PNG, etc.) |
| Classic Attachments | SFDC File Exporter | Original files organized by parent record |
| Enhanced Notes (ContentNote) | SFDC File Exporter | HTML/text files organized by record |
| Metadata (Apex, Flows, custom fields) | Salesforce CLI | Metadata XML in source format |
When to Use This Workflow
- Before major deployments — any significant change to your org carries risk; a full export gives you a recovery point.
- Before migrations — CSV records without their attached files are only half a migration.
- Compliance audits and data retention — most regulated industries require off-platform copies of both records and documents.
- Storage cleanup projects — export files before archiving or deleting them to reduce Salesforce file storage costs.
- Org deactivation — when a Salesforce subscription is ending, ensure nothing is left behind.
Need Professional Help?
If your organization is approaching a migration, a compliance-driven export requirement, or a major Salesforce restructure, RASPSYS LLP can help you design and execute a complete data export and retention strategy.
View our Salesforce consulting services or contact us to discuss your specific situation.