Addressing Data Overage Issues
As your usage of Salesforce grows so does the volume of data that is stored in Salesforce. A simple rule of thumb for understanding how data is consumed in Salesforce is as follows, each record typically consumes 2KB of storage, no matter how many fields are present and field out. There are some exceptions to this rule, but as a general guideline this is a great way to estimate your storage needs.
The most common areas where customers will find large amounts of data are consumed are in Activities (aka tasks). This area grows as users and integrations record interactions with customers to Salesforce.
Questions to ask yourself?
1. Is this data needed? Are people using this information on a regular basis?
2. How much historical data needs to be retained?
3. How does my data grow and how often do I need to perform this exercise?
For Premier Plus Customers
If you have a Premier Success Plan with Admin services you get assistance with the clean up from our admin team. You will need to log a case and provide a CSV of the data you want deleted and our team will complete the operation and report back with the results.
For Enterprise Edition and above
Install APEX Dataloader: https://help.salesforce.com/apex/HTViewHelpDoc?id=installing_the_data_loader.htm
Export the records:
1. Open the Data loader and login using your Salesforce Credentials
2. Export > Check the "Show all Salesforce Objects" checkbox
3. Select the object you want to cleanse
4. Select your export file name and location
5. Select all the fields to export
6. Complete the Export
Open the CSV file to confirm you have the data
Make a copy of the CSV and delete all the data in the CSV EXCEPT for the ID field
1. Open the data loader and login using Salesforce credentials
2. Delete > Check the "Show all Salesforce Objects" checkbox
3. Check the "Show all Salesforce Objects" checkbox
4. Select the object you want to cleanse
5. Select the file with just the ID's
6. Click next and map the ID fields and complete running through the wizard.
*Note that you will want to change the API setting in dataloader to "use bulk API".