Undo and Restore
  • 16 Aug 2022
  • 10 Minutes to read
  • PDF

Undo and Restore

  • PDF

Overview

If you make a mistake when merging or converting records, Salesforce allows you to "restore" a record from the Salesforce recycle bin (if caught with the 15 day retention period). However, restoring from the recycle bin does not reparent related object relationships back to the restored record. And, for converted records, the records are not actually deleted in Salesforce. They are left as a placeholder for the converted record, therefore those converted Leads cannot be recovered from the bin at all.

Cloudingo’s Undo and Restore feature allows users to rollback jobs (such as merges and converts) to their original state. The restore feature will re-insert the deleted record’s data and re-attach the related object data during that process. No need to sift through massive full backups to do a simple restoration any longer!

The Undo & Restore feature is available with Professional or Enterprise licenses. Contact your Account Representative if you're interested in enabling this feature.


Enabling Undo and Restore

Enabling the Undo and Restore feature will immediately start performing the backup process to records updated from within Cloudingo moving forward.

To navigate, choose Undo/Restore from your dashboard menu options.



Once you get into the Undo/Restore dashboard, there will be several configuration options available.


1. Backup Options

There are 6 different backup options to choose from.

  • Backup data in Cloudingo - option performs the data backups directly on Cloudingo servers (IBM servers located in the U.S.) & is stored for up to 45 days
  • Backup data to Cloudingo operated Amazon Storage (AWS) - Cloudingo stores your data for up to 45 days
  • Backup data to my own operated Amazon Storage (AWS) – you control your data and how long data is stored (limit options go up to 45, but we never delete from your own storage)
  • Backup data to Cloudingo operated Microsoft Azure Storage - Cloudingo stores your data for up to 45 days
  • Backup data to my own Microsoft Azure Storage - you control your data and how long data is stored (limit options go up to 45, but we never delete from your own storage) 
  • Disable undo/restore feature – this will turn the backup process off if you need to disable it for any reason
Note:
After enabling the Undo/Restore feature, all future merges/updates performed from within Cloudingo will begin generating a backup (for each group of records merged). Merges/updates performed prior to enabling this feature cannot be backed up retroactively, as the merge has already taken place.

2. Backup Plan Options

Enable options for which features you want to turn the backup plan on for.

  • Merges (single object merges)
  • Converts (cross-object Lead conversions)
  • Data Maintenance (currently not yet available)

3. Objects

Choose which objects and related objects you want to include as part of the backup/restore process.

  • Account
  • Contact
  • Lead
  • Opportunity
  • Task
  • Case

4. Notes and Attachments

  • Quick: Tracks the IDs of the notes and attachments, and will attempt to re-parent any that were re-assigned during the merge (if they still exist in Salesforce). 
  • Basic: Tracks notes and attachments for only the primary object. As an example, if merging Leads only, the notes & attachments for the Leads involved in the merge will be tracked. Child record notes and attachments will not be tracked. Though they should still exist on the child records after the merge, they would not be available if the child object needs to be restored at a later date.
  • Deep: Full tracking of Notes & Attachments for all objects

5. Advanced Settings

  • Reparent other related objects: with this setting, Cloudingo will look at all the related objects associated with the records involved in the backup. Similar to the tracking setting (see below), we will query everything.  However, with this setting, we query and track all the related IDs, but do not necessarily back them up unless they are a part of the 6 selected in the plan.  Therefore, on restore, we will re-parent anything that is no longer associated with the object involved in the backup. For example, let’s say you have a custom object named Custom__c associated with Lead.  With the default undo/restore, we do not look at the Custom__c. Any records on that object involved will be moved to the parent during the merge.  On restore, we will also not restore or reparent anything from Custom__c.  With the Reparent related setting, we will query Custom__c and include the related IDs in our backup, but will not backup the Custom__c objects.  On restore, we will reparent any of the Custom__c records, but will not recreate any object that no longer exists.
  • Track all related objects: Starting with the primary object involved in the transaction (Lead for a lead merge for instance), will go through every object that is related to leads and will backup every object that we can query.  By default the undo/restore will start with the primary object and will backup everything related that is selected in the plan (the checked objects). The track all related overrides this behavior and will backup anything related to the records. As a result, by turning this setting on the backup will take longer and will be a lot larger.  By default, we query a max of 6 objects.  With this setting on, Cloudingo does not know how many objects will be queried as it all depends on the schema. The restore will also take longer as we will evaluate everything in the backup.  For example, let’s say you have a custom object named Custom__c associated with Lead.  With the default undo/restore, we do not look at the Custom__c. Any records on that object involved will be moved to the parent during the merge.  On restore, we will also not restore or reparent anything from Custom__c.  With the Track All Related setting, we will query Custom__c and include it in our backup.   On restore, we will reparent any of the Custom__c records and recreate any that no longer exist.

Currently, these items must be enabled by through our Support Team. Both options cannot be enabled at the same time, this is an either/or setting. The primary difference is that the "Track All Related" will reparent and restore any related object related to the objects involved in the merge, while the "Reparent related" will only reparent the related objects and will not recreate them if they no longer exist. Please contact our team if you need more details on these options.

6. Retention Policy (Days)

Choose the number of days that you want to retain your backups. Data backed up to Cloudingo owned servers can be retained for up to 45 days. If you choose a backup option that backs up to a server (AWS or Azure) that you own, you are in total control of the data and can retain the backups as long as you wish. 

7. Merge/Convert Report

The Merge/Convert Report is where the restoration process happens. If you are already in the Undo/Restore page, you can use this option to quickly go into the Full Report to search and restore a group of records. See more details on the Merge/Convert Report in the next topic below.


Restore Process

Merge/Convert Summary Report

The restoration process can be completed through the Restore feature, which is accessible in the Merge/Convert Summary report located in the Reports dashboard. To restore a record, navigate to your Reports dashboard and run your Merge/Convert Summary report to obtain a list of records involved in the merge you need to restore.



If you do not see the Merge Convert Summary report on your Reports dashboard, click the ‘Reports’ option at the top, right corner of the page to see the Report options available, and enable the report there.


You can click the report’s menu option to go to ‘Full Report’ to specify a date range to locate the group of records you need to restore. You can also click the Full Report shortcut icon on the dashboard report to go directly into the report details and specify a date range.



For more information on our report tools, please visit our help article here.


When you first get into the Merge/Convert Summary (Full Report), you will see a few options at the top right (just above the column headers):

  • Run: After choosing a date range option, choose 'Run' to re-run the report results with the chosen criteria.
  • Search: Use this option if you need more advanced search options (other than date). A search page will pop open:


Action: Use to narrow search to locate only merges or converts.
Success: Use to narrow search for successful or unsuccessful merges or converts.
Display/Group Name: Use a text value to narrow search by group name.
Salesforce ID: Use a text value to narrow search by Salesforce record ID.
From Object: Use to narrow search for specific object merges (Leads, Contacts, Accounts, etc.) or converts (Leads).
To Object: Use to narrow search for converted Leads (From Leads to Contacts or Accounts). This should remain set to 'All' when searching for merges.
Filter Name: Use to narrow search by filter name.
User: Use to narrow search by specific user who performed the job.


  • Undo/Restore: This is a quick link option to open the Undo/Restore settings page.
  • Export: Export results for selected/searched criteria to CSV (Note: the restore can only be performed in the active report, not from the CSV).

Beneath the headers, you will see your selected/searched criteria (limited view will be displayed without narrowing your search). When the Undo/Restore option is enabled, you will see an Options column with options specifically designed for the undo/restore process.

Undo/Restore options appear only after the undo/restore feature is enabled

1. Details

You will see a 'Details' option to the right of every group of records merged that have a backup plan associated (records merged since the undo/restore feature was enabled). Click this option to view details of a group of records that were merged.

2. Restore

You will see a ‘Restore’ option to the right of every group of records merged that have a backup plan associated (records merged since the undo/restore feature was enabled). Click this option to restore a group of records that were incorrectly merged/updated.

  • Related object data that has been backed up will pop up in an Object Selection box where you can choose which object data you want to restore back to the record during recovery

3. Download

You can download the backup files for a group of records to see the job & record details. Files are securely encrypted during the backup process and will not be accessible to view without this Download option within the application. The Download option decrypts the file to make the data legible.

  • Encrypted zipped log file is decrypted to provide details back to the user (txt file)
  • CSV files with record details for each record

4. Restore Summary 

 

After a group of records have been restored, a ‘Restore Summary’ option will appear (this only appears if a restoration has been processed).

  • The 'Overview' view will display the object summary (for the main & related objects associated)to show how many records were restored. Be sure to check for any Errors detected and correct those (retry the restore after resolving the error).


    Choose the drop box (top left) to change to the 'Details' view.  




  • The 'Details' view will show old ID and new ID (for newly created/restored record). Cloudingo will take all data from the backup to re-create a new record in Salesforce. All data from the prior record will be copied into the new record for restoration purposes. Related object data will be re-attached to the newly created backup record. The old ID will be the ID of the record previously deleted. The new ID will be the ID of the newly created/restored record in Salesforce.
    Use the header search options to search by object or ID

     




Additional Supporting Reports

Accessible under the Reports dashboard. Look under your ‘Reports’ option (top, right within the Reports dashboard page) to enable the reports there if the report does not appear on your dashboard.

Backup Activity

Shows all records involved with the jobs performed (merges/updates) in Cloudingo and the backup plan for those records. See more details about here for navigating and enabling this report. See more details here for specific report details.

Restore Activity 

Shows all details involved with the restoration of records (re-mappings of record IDs). See more details about here for navigating and enabling this report. See more details here for specific report details



Video


Video: Undo and Restore





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