Own From Salesforce Product Suite - FAQ

Product Overview

Q: What is Salesforce Own?
A:  Salesforce Own is a suite of native data protection and management solutions that were formerly part of Own Company (OwnBackup) and are now fully integrated into the Salesforce Product Suite. It helps organizations safeguard their Salesforce data through automated backups, rapid recovery, secure archiving and data seeding. As a Salesforce-owned solution, it offers seamless integration, enterprise-grade security and compliance capabilities - ensuring that critical customer data is protected, resilient and easily restored within the Salesforce ecosystem.


Q: How does Salesforce Own integrate with other Salesforce products?
A: As a native part of the Salesforce Product Suite, Salesforce Own integrates seamlessly across Salesforce Clouds and environments. It connects directly to Salesforce orgs via APIs and AppExchange - managed packages, enabling automated data backup, granular recovery, data seeding and archiving.
Own also works in harmony with Salesforce Sandbox environments, Metadata API and setup tools, supporting DevOps workflows, compliance automation and system performance management. Its integration is designed to enhance data protection and operational agility without disrupting existing Salesforce processes.

Key Features

Q: What are the main features of Own?
A:
1. Backup & Recovery

• Automated, Scheduled Backups: Daily and on-demand backups of Salesforce data and metadata.
• Granular Restore: Restore at the field, record, or object level—without needing full org rollback.
• Point-in-Time Recovery: Rewind to specific snapshots for precision recovery from data loss or corruption.
• Change Visualization & Alerts: Monitor data changes over time and get alerts on anomalies or mass data loss.

2. Archive

• Reduce Storage Bloat: Move rarely used data to long-term, low-cost storage.
• Maintain Access to Archived Data: Keep historical data accessible from within Salesforce via links or custom objects.
• Compliance Support: Meet data retention requirements (e.g., GDPR, HIPAA) with archiving policies.

3. Seed

• Smart Sandbox Seeding: Populate sandboxes with anonymized, production-like data for development, testing, and training.
• Maintain Relationships: Preserve parent-child data relationships during seeding.
• Data Masking: Protect sensitive information while testing with realistic data.

4. Insights & Monitoring

• Data Comparison Tools: Visually compare data versions to identify unintended changes.
• Usage Analytics: Monitor backup job health, API consumption, and archive/seed job history.

5. Security, Compliance & Governance

• Role-Based Access Control (RBAC): Define who can view or manage backups, restores, and archives.
• Audit Logs: Track all user actions for security reviews or compliance audits.
• SOC2, GDPR, HIPAA-Ready: Meets stringent global standards for data protection.

Comparisons and Differentiation

Q: How is Own different from similar products?
A:
Salesforce Own (formerly OwnBackup) stands out from other data protection and management solutions in several key ways:
1. Deep Native Integration with Salesforce

• Own is now a part of the Salesforce platform, enabling tighter integration, shared trust and compliance models and a seamless user experience.
• Competing tools may operate externally or rely on APIs alone, limiting performance or visibility.

2. Full Suite of Capabilities (Beyond Backup)

• Own goes beyond just backup and recovery - offering Archive, Sandbox Seeding, Data Masking and Metadata Comparison.
• Most alternatives focus only on backup/restore, lacking broader lifecycle management features.

3. Granular, Flexible Recovery

• Restore individual records, fields or related objects with minimal effort - ideal for targeted fixes.
• Many other tools require full object or org-wide rollbacks.

4. Sandbox Seeding with Smart Data Masking

• Unique sandbox seeding capabilities let dev teams spin up realistic, anonymized test data sets - preserving relationships.
• Competing products often require custom scripts or third-party add-ons for similar functionality.

5. Visual Change Tracking & Proactive Alerts

• Own offers visual data comparison, anomaly detection and smart alerts - making it easier to detect issues early.
• Most backup tools don’t support proactive change intelligence.

6. Enterprise-Grade Compliance

• Own supports compliance with GDPR, HIPAA, SOC2, FedRAMP and more, with audit trails, RBAC and retention rules.
• Not all other tools meet the same regulatory and security standards.

While other backup solutions may offer basic data protection, Salesforce Own provides a holistic, integrated and enterprise-ready platform for backup, recovery, sandbox seeding and compliance - purpose-built for Salesforce environments.

Backup & Recovery Common Issues & Questions

Q: I have an error in my backup, what should I do?
A: Please review Common Errors and Warnings for Backup & Recover for self-service solutions and troubleshooting steps for the most common issues. If the issue is still not resolved by following the guidance here, please submit a ticket via the Own Support Portal.

Q: I get an error when I try to Restore data, what should I do?
A: Please review Common Errors and Warnings for Backup & Recover for self-service solutions and troubleshooting steps for the most common issues. If the issue is still not resolved by following the guidance here, please submit a ticket via the Own Support Portal.

Q: I have an error that says I have reached the API limit, what should I do?
A: Please review Managing API Consumption for Salesforce Backups for information on how the product uses the API resources in your environment, and guidance on how this can be adjusted to resolve the error.

Q: When I re-authenticate my Sandbox backup after the environment was refreshed, it creates a new service and the old one shows as failed, is this normal?
A: Yes, when a sandbox environment is refreshed, the organization ID is deleted, and a new one is generated. As backup services are tied to an organization ID, Own reacts to the refresh by showing the backup service for the ‘old’ environment with an authentication error and a new service is created. This occurs even when the user's credentials are the same.

Once the new service is created, it is considered best practice to archive the old environment from the options menu. Archived services are still available to run jobs against. It is not possible to continue to use the ‘old’ backup service with the new environment.

Q: I want to Recover data, how can I do this?
A: Please review Restoring Data and Metadata to Salesforce and Restoring Salesforce Data with Precision. For guidance on how to setup jobs based on the type of restore that you need to complete. If the job is time-sensitive and/or critical in nature (such as to a Production environment) please submit a callback request via the Own Support Portal.

Q: I want to change the Master Admin user, but I can't find the option to do this. How can I make this change? 
A: To change the Master Admin, follow these steps

• Log in to your Own Account as the current Master Admin.
• Click on your username in the top right corner.
• Select Account Settings.
• Choose Users from the menu.
• Hover your mouse over the current Master Admin and then click on the three dots that appear at the end of the row.
• Click Replace Master Admin.
• Select the user you want to assign as the new Master Admin (Note: This user must be an admin).
• Enter the password for the current Master Admin.
• Click Replace.

Please note that the previous Master Admin will no longer be assigned to any business units after the change. To ensure they still have access to services, the new Master Admin will need to log in and assign them to one or more business units. If this user no longer needs access to the Own account, they can be deleted.

If you are not able to follow the steps outlined above for any reason, please submit a ticket via the Own Support Portal. The support team will then work with you to pass the security check needed to have the Master Admin user changed

Q: I can't login to my account, what should I do? 
A: Please review Signing Up and Signing In to Own Data Platform for self-service solutions and troubleshooting steps. If you are still not able to login after following the guidance here, please submit a ticket via the Own Support Portal.

Q: How do I setup SSO for Own products?
A: Please review the Single Sign On (SSO) information for step-by-step instructions on how to set up SSO authentication for your Own platform account.

Q: I got an email about permissions issues, how do I fix them?
A: The Permissions Report and the email alerts display fields that the authenticated user for a backup service does not have read access to. Although the profile for your authenticated user may have "Modify All & "View All" permissions; it's not uncommon to see fields in this report.

To enable read access to the fields

• Login to the environment and navigate to Setup
• Click Object Manager
• Find and click on the Object Identified in the report
• Click Fields & Relationships
• Find and click on The Field identified on the report
• Click Set Field-level Security
• Enable Visible access to the field

Alternatively, if you navigate to the permissions report menu within a service in your Own account, you can download a pre-made permission set that grants access to the fields. This can be deployed into your environment and assigned to the authenticated user. You can see the steps to do this here.

Archive Common Issues & Questions

Q: I am getting errors when running my archive policy and I don’t know how to fix them. Where can I get help?
A: Please review Common Errors and Warnings in Archive for self-service solutions and troubleshooting steps for the most common issues. If the issue is still not resolved by following the guidance here, please submit a ticket via the Own Support Portal.

Q: I am getting errors when trying to unarchive records and I don’t know how to fix them. Where can I get help? 
A: Please review Common Errors and Warnings in Archive for self-service solutions and troubleshooting steps for the most common issues. If the issue is still not resolved by following the guidance here, please submit a ticket via the Own Support Portal.

Q: How Do I Create A New Archive Policy?
A: Please review Creating Archiving Policies from the Package for step-by-step instructions on how to create an archive policy.

Please note: It is best practice and strongly recommended to create and thoroughly test all archive policies in a Sandbox environment before using them in production. 

Q: I Archived records that I didn’t mean to. How can I fix this and get the data back into my environment?
A: If records have been archived in error, it is best to reach out to the support team for assistance. Due to the Archive products deletion of records and the nature of cascade delete, it is advised to seek assistance on the best way to return the data to your environment. Please submit a ticket via the Own Support Portal to get help with this.

Q: My Archive jobs look like they are stuck, how can I check if they are?
A: Archive jobs can run for a long time, and the progress of the jobs is not always visible in the UI. Archive polices set to run daily can run for up to 23 hours. Weekly policies can run for up to 120 hours, and monthly policies can run for up to 168 hours. Please allow enough time to pass for the jobs to complete. If you see the jobs still showing as running after the timescales outlined, submit a ticket via the Own Support Portal.

Q: I need to convert my Archive org from a Free Trail account, how is this done?
A: Please reach out to your Salesforce accounts team, they should ‌be able to assist with this.

Seed Common Issues & Questions

Q: I am getting errors when running my template and not all of the data is correctly inserted or updated into the target org, where can I get help?
A: Please review Common Errors and Warnings - Seeding for Salesforce for self-service solutions and troubleshooting steps for the most common issues. If the issue is still not resolved by following the guidance here, please submit a ticket via the Own Support Portal.

Q: My seed job completes without errors, but the files that are seeded are dummy files. Is there anyway to get the real files to seed? 
A: In a template's advanced settings menu, you can adjust the setting for ContentDocument Handling to allow the seeding of real ContentDocuments.

Please note: This is limited to a maximum of 50,000 files, and only supports ContentDocuments.

Q: I need help creating my seed template. I am not sure of my object relationships
A: To create a seeding template:

• In your Own account, click Seeding
• Click + New Template
• Give the template and name and a description
• In the Template Source picklist, choose the service that you want to seed data from
• Choose whether you want to create a Nodes based template or Levels based template
• The Create From picklist allows you to get started with some predefined templates. If you do not wish to use these, leave the Blank Template option selected.

If you are not sure of the object relationships in your environment, consider using a levels base template. This template type will help you understand your schema by allowing you to select a Root object, and a hierarchy depth. The template will then add all of the related objects up to that level depth you set into the job. Please consult Building the Levels Seeding Template for more information.

Q: I can’t open my seeding template. I get an error or the page never loads
A: This issue is commonly due to IP restrictions in one or more of the environments connected to your Own account. Even if the environment that you are attempting the edit the template for has the correct IPs added, if other environments do not have the correct IPs added to the allow list, this issue can occur. To see a list of the IPs that need to be added to the allow list, please consult Own Regions and IP Addresses for Allowlisting and add them to all of your environments.

Q: My Seed job looks like it's stuck, how can I check if it is? 
A: Seed jobs can take a long time to run depending on the amount of data being inserted, the complexity of the data model and how busy the target environments Bulk Data Load jobs queue is.

When the Seed job is in the SYNC stage, Bulk data load jobs have been created in the target environment. Once created, the environment runs the Bulk jobs by processing their batches in a queue.. You can monitor the Bulk jobs processing by going into your destination environment, then:

1. Click on Setup
2. Search for "Bulk Data Load Jobs".
3. Click on the Bulk job.
4. You can view the processing of the batches for each job

Salesforce Discover Common Issues & Questions

Q: I get an error when I try to create a new Data Service, how can I resolve this?
A: Errors can occur when adding a new data service, attempt to create the service again. If the errors persist, please submit a ticket via the Own Support Portal.

Q: How do I maintain GDPR compliance with my services on Discover?
A: The product runs a nightly process on all services to maintain compliance with GDPR. You can view the timestamp of the most recent GDPR process in the Status tab of a service.

Q: How do I add a user to a Service? 
A: To add a user to a Discover Service

• Navigate to the Discover tab in your Own account
• Select the options menu of Service you want to add a user to
• Click Manage Users
• Click Add New User
• Enter the users Username
• Click Generate
• Copy and securely save the access token
• The user should now have access

Additional Resources

Q: I need to get access to documentation such as SOC reports and ISO certificates.  Where do I get this from? 
A: You can get access to Own Company compliance documentation such as SOC reports and ISO27001 certificates here.