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BEST PRACTICES: Addressing Data Overage Issues

Knowledge Article Number 000230009
Salesforce Success Services

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:

Export the records:

1.       Open the Data loader and login using your Salesforce Credentials
Export > Check the "Show all Salesforce Objects" checkbox
Select the object you want to cleanse 
Select your export file name and location
Select all the fields to export
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
Delete > Check the "Show all Salesforce Objects" checkbox
Check the "Show all Salesforce Objects" checkbox
Select the object you want to cleanse 
Select the file with just the ID's
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".

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