Implementing CRM Backup Strategy [Webinar]

In this webinar you will learn:

- Why companies lose their CRM data
- Most common approaches to CRM data backup
- How to configure automated CRM data backup with Skyvia Backup and Integration products

More information about:
Skyvia Backup: http://bit.ly/3XLzMTZ

Timestamps:

00:00 - Intro
01:48 - Why do companies backup their CRM data?
03:45 - Manual backup approach
07:15 - Building your CRM backup strategy
15:53 - Automatic CRM backup with the Skyvia Backup
24:30 - Skyvia Backup product pricing
25:11 - CRM data backup with the Export scenario
30:13 - Data archiving with the Replication scenario
32:17 - Skyvia Integration product pricing
33:05 - OData endpoint with the Skyvia Connect product

👉 Do you want to know more information about Skyvia? Watch our overview video: https://www.youtube.com/watch?v=41JIlV1bP9c

✅ See how Skyvia products can help your company in different scenarios: https://skyvia.com/solutions/

🔥 Solve a wide range of data related tasks with our all-in-one cloud data platform! Get started for free https://app.skyvia.com/register

🔔 Subscribe to our channel and get dozens of tutorials about Devart tools: https://www.youtube.com/@skyvia3342

📧 Do you have any questions or ideas about our webinar? Feel free to write about it over email sales@skyvia.com or in the comment section!

---

Closed Caption:

a few words about us as a company and as
a product in brief um
skv is a product of a company named
devart
the company has been operating uh since
1997.
we developed launched more than a
hundred software products in the fields
of data connectivity
productivity database management and
data services
all these products are helping
developers and other technical experts
automate their daily routine deliver
faster and deliver better
uh we are proud that dozens of our best
customers are in the list of fortune 100
and fortune 500 such as 18d boeing
pfizer toyota
spacex and others
um
so
even though most of dewart's products
are on premise in other words
installable software
in 2014 we took into consideration all
the knowledge and experience we had by
that date and decided to create a brand
new
and cutting-edge data integration
platform uh we created skyvia uh since
that day
uh the platform delivered value to
thousands of customers uh geography wise
we work with the whole world but the
majority of our customers are from
the usa other english-speaking countries
and europe
um today we're going to discuss best
practices in implementing crm backup
strategy and
i'll show you how your crm data can be
backed up with
scavia products
at the end of the webinar i'll show you
the pricing and we'll discuss killer
features compared to our competitors
so
let's start from the basics
uh why do companies need
to backup their crm data at all
so the top reasons why our customers
subscribe to scadia
backup are a requirement of their
corporate policy
when companies become mature enough they
just start caring about their data
security
they want to get iso certification or
get a stock to audit
a corporate backup and recovery policy
is a must to get a green light here
or they suffered from data loss
the top reasons for data loss as we saw
them are bad code migration human
integration errors malicious intent or
your cloud apps failure uh for instance
there is no crm in the whole world that
can give you uh 100 data security
guarantee
unfortunately sometimes our customers
tell us that they lost some or even all
of their data because their cloud app
was down
other than that we also
recommend our integration product
customers to make regular backups of
their cloud apps
before they run new integration packages
so that even if they made a mistake
while configuring their package they can
quickly uh restore their data and try
again
at the end of the day the backup product
is like a health insurance uh you never
want to use it but uh when something
goes wrong you were happy that you were
so forward thinking back then
um
there are actually uh two major tactics
when it comes to regular crm data backup
manual same or even not automated and
advanced automated backup with the
third-party vendor
let's discuss uh manual uh data backup
first
um
all modern uh crms allow users to export
its data from the user interface
you can build reports in crm and extract
data in various formats cc excel google
sheets pdf and
and other formats
i bet all of you are familiar with the
manual backup method but let's discuss
it in greater detail i guess
a manual backup allows you to preserve
a complete set of your
crm database and attached files that can
be stored locally on your pc or
laptop
this indeed provides added security uh
against the data loss and it's
relatively free
all you need to do is to invest your
time into regular manual backups
i would say this is a valid backup
method until you face one of the
one or uh several of its serious
drawbacks
first is uh unreliability operating a
system of your pc or laptop can just
crash
your hard disk or ssd can be lost or
or damaged
and this leads to just an ability to
restore your data in future
unfortunately if your computer equipment
is stolen your crm data will get to
someone else's hands and can be even
used against you
loss relationships between tables most
probably your crm allows you to export
its tables separately meaning you will
have your deals contacts and other
tables extracted but in case you need to
restore the tables with relations it
will become a real challenge to restore
not just data and tables but their
proper relationships
uh inability to see changes it's not an
easy task to compare uh what was changed
in between you know two separate flat
files and
it's almost impossible to compare your
file data with the records of your crm
table
or you can
invest tons of time
uh to
to
to compare
a bad user experience of data
restoration even though uh manual data
extraction is a relatively simple
process
uh data restoration want to show you
manual data registration wonder give you
uh for sure uh you will have to map
every single column of your flat file
with the on your crm
every time you run the restoration
moreover you will have to restore the
whole table even if you lost just a few
records in the crm
it's also difficult to restore
records and preserve master detail and
repair lookup relationships both of
which require a lot of manual work
uh some big crms like salesforce have a
specialized tool for for regular data
exports
in salesforce tools called weekly export
and it has almost the same drawbacks as
the manual export method but you know
there is one advantage i would say
you can schedule your experts
but the weekly export can
only run once a week
not daily or hourly
this means you will lose your data
potentially up to seven days worse that
was changed or deleted between
backups building your crm strategy um
your crm is very important for ensuring
uh the success of your business of
course uh sales customer success and
other teams use crm data to process
leads convert them to customers and stay
with them at the same page along with
their life cycle
you can open any record in your crm
anytime and see you know the full list
of alterations
with your leads and customers build
dashboards reports
and
set tasks for the future
for locals everything uh this all needed
in order to be able to keep an eye on
any lead or customer and maintain your
company's growth at the highest level of
operational efficiency
moreover proper crm process give a great
user experience to your customers any
company is interested in maintenance
level of operational efficiency uh
backup and recovery strategy can um can
get even more than just the confidence
that your data is secured in fact it
gives you kind of a guarantee that
nothing can
tilt you out of the saddle so to say
uh to avoid extensive losses and uh keep
your business running uh teams must
develop uh educated backup strategies
that uh safeguard against unexpected
events
while building your backup strategy make
sure you consider it the following
very important factors
so first is backup and recovery plan
at first make an audit of your crm and
corporate policy
if you are still using on on-prem crm
just create a data archive in another
database or just
extract files in
cc or excel
i would also recommend you to consider
moving your crm data to the cloud as
cloud8 is much more secure from nature
disasters or
other factors like
power outages
most businesses uh still prefer
uh cloud backup services uh however
there are cases when um
they won't fit
if your company works under uh severe
security regulations most probably your
i.t department won't allow you storing
some or even
all of your data
uh in the cloud
then
it's important to ensure that your
company develops a backup plan that
aligns actually with your
recovery plan uh include recovery point
objectives and priorities along with the
recovery strategies that correlate with
your business demands
for example
how soon should data be restored based
on your last backup in order to keep up
with your recovery plan
um
you know everything from social security
numbers to medical records to payment
details are under governmental
regulations
especially in the in the u.s
if such information is stored in a crm
and it were and the serum was hacked it
would jeopardize the livelihood of your
customers as uh cyber attacks rise uh in
the healthcare industry for example uh
this risk has become greater uh for uh
for the recent re for the recent years
uh regulations like hipaa for instance
require
exact copies of electronic protactic
health information to be backed up
securely
other than that there are other backup
requirements that
that must be followed you need a minimum
of
128 bit encryption and
proper disposal of the data system
according to regulation standards data
must be stored for six years and
all of it must be
restorable at any time
then estimate and needed storage uh
launch and audit in order to realize how
much data is there in your crm then
check how many records you add to your
crm every month
don't forget to consider not only
objects
records but attachments as well
the end result will give you an
understanding around the total storage
you will need
for now on and moving forward
some some backup providers stop
delivering the backup service once you
reach the limit under your current
subscription
so make sure you properly estimate your
crm growth
and uh don't forget to get an approval
from your it department as well
uh because um
some data may be under regulatory
restriction and
you must be sure that you actually can
back up this data
estimate cost
once
once you come up to an understanding of
your monthly usage estimate a cost
compare the budget with all vendors
offering to make sure you're choosing a
tool with the best best price to quality
ratio
and
that your financial department will
actually approve the budget
uh all cloud backup services charge a
fee often based on the number of users
total amount of data being backed up
and
the backup frequency
there might be also indirect costs
associated with this new tool that you
have chosen for your backups
such as those costs related to training
employees who will be actually managing
the new backup process and maintaining
it in the future
support from the vendor you know poor
customer support from your data backup
vendor will have a ripple effect
uh on your business
um you will have to bear this
inconvenience
caused by the operational disruption
um
and also downtime is if left unattended
can have serious implications for your
business you could
potentially lose like hundreds of
thousands dollars
per per year in in the best case
i'm afraid uh so
choose based on the level uh and
frequency of support you would require
for instance certain solution
uh certain solutions have free support
service included while others charge a
fixed rate for for every new ticket
then um
end-to-end protection recovery
is
actually pointless if the bad guys get
their hands on your data that's why you
need to have an additional layer of
security that protects uh your data at
all times
whether in transit or rest your data
should have uh end-to-end protection
uh check uh
if the plug even the backup solution
comes with industry lean security and
that it aligns actually with your
security policy
then shortlist winners uh make a short
list of the solutions that successfully
passed all the assessment uh points
mentioned above uh consider that
uh consider the role in your company and
and actually the the guy who
uh will uh who will play uh the major
role in implementing the strategy
uh vendors take considerably different
approaches in helping new customers uh
you know successfully adapt and deploy
their solutions in other words just you
know on board
some simply send customers to user
guides while others require customers to
engage
consultants to drive positive deployment
projects
uh consider a solution that allows you
to get up and running right away with no
extra costs for doing so like out of the
box
uh then test the selected vendor uh once
you have once you have selected uh the
vendor you need to launch at least one
test backup and
one restore command
simulate a data loss and restore the
deleted record back to your crm
today most companies provide trial
periods
were
where teams get a sneak peak into the
quality and the usability of the
solution
use this use this time to see if the
solution
would be the right fit for your specific
requirements okay now uh let's move on
to the platform so i can show you all
ins and outs of the skyvia backup
offering
skyvia has four products a backup
connect query and integration
during today's webinar we'll stick to
the backup product as this tool was
designed specifically for delivering a
backup service however we will also talk
about some areas of the integration
product
as it actually also serves as the backup
solution for some of the backup use
cases
in order to
start creating your first backup just go
to this backup session and click backup
this is the backup wizard click add new
to create your first connection
this is the full list of cloud apps you
can backup under the same
account uh you know there is no other
tool in the
in the whole world that can backup so
many different cloud apps uh
you know in in the same sas product so
no need to go find separate vendor for
every cloud app
you use for your day-to-day work we
tried to collect here the most popular
business applications if you want us to
support a new app and you can find one
here just let us know and we will
consider this new app when planning a
new connectors for what map
i already created a connection to a few
crms
to our test accounts so i can just
select
my connection
from this list
let's select salesforce as example
now we're we're reading data through
salesforce's api
and here we can see the full list of all
objects that are available through their
uh through their api and all of them can
be backed up
you can select all the objects or
you can select just some of them and
pick up just these objects
you can even dive deeper into the
configuration of your
backup package and you you can create a
filtering condition
backup supports
simple uh filtering condition for
instance you you can select
uh let's say you want to backup accounts
that were created
uh
starting from
first june this year
and if you like you can even create a
group condition with hand and or logical
operator
which
as you can understand allow you to
create very advanced filtering option
for your backup you can also uncheck
certain columns if you don't want them
to be included to this backup package
uh okay say we want to backup just the
account uh table and all accounts that
actually i have in my crm
in my salesforce test
account then we hit next step
and we go to the scheduling option
you can schedule your backups to run
automatically up to once per day
so actually no need to go login every
single time you you you need to run you
you need to create the backup but
actually you can so you can schedule uh
schedule your backups to run
automatically but also you can log in
anytime to skyvia and run
run the backup manually
then we have to we need to name our
backup
and save it actually that's it
the backup package is ready once we
click save
we can run uh the
the backup package and schedule will
start reading
data from uh
from my test salesforce accounts and
uh storing
it to
our azure instance located in in
in california data center
this is now been backed up
okay uh i guess uh yeah the backup is
ready
uh i think we can uh find a backup
package with uh some track records so i
could show you
uh some history and how it looks when
you have a few snapshots in your
in your backup
so you can see here that i created
backups
every single day starting from i don't
know when even
you can uh actually open any so these
are snapshots and you can open any
snapshot and see
um how many records it includes
you can even open this table in this
case it's opportunity and
and see it in table format you can even
open any record
and see details of this record
and please note that we keep relations
of objects
so if you want to say
backup opportunities that have relations
to contacts and accounts we will
preserve this relation and you can
restore
these records keeping these relations
this this is how our activities tab
looks like
and also important thing for for some of
our users is that you can extract
any uh
any uh snap shot in a cc file so i have
just hit export and
i've just downloaded the cc version of
of this snapshot
our restoration functionality works
automatically meaning there is no need
to find corresponding tables in the app
map fields make sure duplicates are not
created and everything you can restore
data simply by opening a snapshot
selecting records or whole object and
then clicking the
the restore button so we have just
selected
the opportunity table
and once i hit restore you can see that
these
gmail statements are available so i can
insert update or delete
records
if you if you need you can even find uh
some certain record uh inside your
backup package and by the way you can
also
um
restore just one record
with the same
uh process like i have just shown you
with the whole table
if you like you can find
some certain record by typing
any value from
from its
from zero
so you can see that we have just
filter out all the
records that include john in one of um
you know in one of the columns
so you can find it by part of its name
address phone etc
also actually there is an auto clean
option which is very handy
it's here in storage details in accounts
section
if you reach the limit of your
subscription one day uh you can enable
this option and it allows you to keep
more available space because skyvia
deletes the all the snapshots to free
some space in your account for new ones
so actually you can configure the whole
process and even
in and don't log in to check uh whether
whether the backups are going
as expected because we will be cleaning
the old snapshots and uh you will be
creating skvd will be automatically
creating uh new snapshots uh in your
account
there are also user notifications you
can uh enable uh notifications so we're
willing to fire you once you hit
a certain threshold
or in case of any error you can specify
to each email address uh we will be
setting sending this uh
this error notifications
so i think it's a height
it's a high time we move on to the uh
pricing so the price logic is based on
the storage size as you can see uh in
the standard plan you can have
20 gigabyte storage
in professional 200 gigabyte in
enterprise plan one terabyte
unlike other sas backup tools
skyvia doesn't have any limits as for
the number of users in your crm or
number of different crm accounts you
connect
the highest level of security is
available out of the box
as we discussed there is also another
product of scavia that offers crm
backup i'm talking about the data
integration product
it has six different data integration
scenarios import export application
synchronization data flow and control
flow
but uh in some cases export serves as a
as a very handy
backup solution
let me show it to you so the difference
the main difference between export and
the copy is that uh the backup product
within the backup product we um
store your data to our own azure storage
only and yes it's fully secured and
everything but you cannot select
the storage and you cannot
for instance download the
the backups to your
local premises
although we have some customers who uh
who need their data to be backed up and
stored locally and transitive to satisfy
this need uh they select uh the the
expert scenario of the integration
product it allows you to set up
automated data exports uh from your crm
with either automatic upload to one of
the
supported file storages
like these guys
or you can
create the main method and uh as a
result get a get a link to your csu file
and just export it and just and store it
locally
but if you configure your uh your export
package
and you can you can also create
automatic
uh
a rule for for automatic launches and we
can automatically extract data from your
let's say salesforce like uh like
discussed in the in the previous um
[Music]
within the backup and now to make it
upload to one of the support file
storages um i can select the uh the
google drive and place these cc files
there you can also select the the folder
to which you want to push your data to
so the next step is to create a first uh
export task for your export package
here you should select the object that
you want to export from from salesforce
in my
example let's select account
then like with the backup you can create
a filter condition you can create as
well you can create group condition as
well
and also if you need you can
compress the resulting cco file to z or
gzip and you can even specify the
the target file name for this resulting
csv file
here we can uh for instance if you need
we can just change uh
names of the
columns in the resulting csv file or
change their order
actually that's it if you want to add
more objects to the same export task you
can add them here selecting i don't know
contacts or some other
table and go the same path
as well as with the backup solution uh
the export packages can also be uh
scheduled for automatic execution you
can run uh exports on a certain day of
the month
week
or at a certain time daily
then we hit create run
save the package
and run the expert package
and when it comes to data restoration
you can just create an import task again
inside scavia
[Music]
and
and import data from this cc files that
you have been collecting with the export
and
and write data back to your crm
and like with the manual imports uh from
the ui of your crm uh skyvia's import
scenario allows you to create an import
package once
and you know the ui will be
pretty same as
as for the export but with mapping save
it and perform restoration when you need
it
manual import from crm's user interface
will require you to create import tasks
every time you need to restore your crm
data
so with the export you can just create a
local ftp server and collect your your
cc files there and once
once you need you can just find the
proper csv file and write it back to
your crm using
scadia's
import scenario
as a source type you can here select cs3
upload manually or select it
automatically from one of the
file storages
actually uh there is another one very
important and useful feature that uh
that i want to uncover today i'm talking
about
crm data archiving because it often
comes together with backup needs
now let me quickly show you how to
create your
first data archive
in our terminology we call the scenario
replication because it's the perfect
choice
for creating a full replica of your a
lot of data
of course crms as well
to um relational database or data
warehouse
you select your crm then you select your
data warehouse or database you can see
the full list of all the databases and
networks available here
a cool thing about the replication
package that can serve as a data
archiver is that there is no need to
create tables you can see here the
option of create tables uh you can just
click it and we will
create tables
in the exact way as they are in your crm
and replicate everything keeping the
relations uh to database or data
warehouse you can drop tables if
there is some data there uh meaning
you're in your target database and you
can run the replications incrementally
meaning uh there's no need to run all
the records every single time you run
the replication package you can just um
replicate only changed uh records since
the previous package run as well as with
the backup and and the export and uh and
other
uh scenarios you have to select uh
actually the object that you want to
replicate
that's it
we just hit save and then click run and
we will replicate all the accounts that
i have my
salesforce instance to
my google bigquery data set
and uh speaking of pricing all of the
integration scenarios that you would
need
um
for backup or data archiving
um
are under the same pricing plans meaning
you subscribe to one plan and all of the
use cases are available for you out of
the box
uh different pricing plans of the
integration product must differ on the
number of records you need to integrate
for one month and the complexity of the
integrations uh for the backup and
archiving uh you will be fine i guess
with
even the basic plan
as you see here the plan gives quite a
broad selection of the tiers that are
based on the number of records you need
uh for your integrations
and um what can you do
after you archive your let's say
salesforce data to uh to a local
database actually uh
you can use it
in your salesforce uh we have a specific
tool for that
you can
if you have uh salesforce connect
subscription
you can
create an old data endpoint to the data
you store somewhere locally or or in a
data warehouse
and then create an
endpoint and
there on the salesforce side select this
endpoint as a data source and as a
result uh you will you will see all
these tables as external objects inside
the user interface of
of salesforce based on my example or
maybe your crm also supports
all data
as a data source
so this is the
audio endpoint wizard it's also pretty
simple we just select the account
the the table that we want to push
through the endpoint
we can configure security restrict
access to certain api addresses or
create
a username and password
and endpoint mode so you can not only
read data from the endpoint
but also right
that's it you can just paste this copy
this endpoint and pass it to the app
that can consume our data endpoints