How Can I See Who Has Exported My Salesforce Database

Published: January 16, 2024 - 6 min read

Julian Alvarado

Data security is essential in managing customer relationships and large-scale data projects.In Salesforce, protecting your data from unauthorized access is crucial.

Why track exports? It’s key for balancing data access and security.

This guide covers Salesforce data security essentials, including why tracking database access is important and how to monitor data exports effectively.

Understanding Salesforce Data Export

Salesforce’s data export functionality is a powerful tool that allows users to extract and download their data for various purposes, from analysis to backup.

This feature encompasses various export options, including reports, data tables, and databases. Its unparalleled flexibility empowers users to harness the information stored within Salesforce.

However, this flexibility poses challenges.

While legitimate users leverage data exports for strategic decision-making and reporting, it also allows for potential misuse. Understanding the breadth of this functionality is the cornerstone of establishing effective data security measures.

Impact of Unauthorized Access to Salesforce Export Logs

In the worst-case scenario, your organization’s sensitive customer information, proprietary data, or strategic insights fall into the wrong hands.

The impact is not merely theoretical; it can have far-reaching consequences on the very fabric of business operations:

Compromised Data Integrity

Unauthorized data exports can compromise the integrity of your Salesforce database. Inaccurate or incomplete information in the wrong hands can lead to flawed decision-making, affecting various facets of your business, from marketing strategies to customer interactions.

Disrupted Business Continuity

The unauthorized extraction of data disrupts the smooth flow of business operations. It introduces uncertainty, potential downtime, and many challenges in maintaining consistent services and customer satisfaction.

Loss of Customer Trust

For businesses, trust is a currency that takes time to build and seconds to erode. A data breach resulting from unauthorized data exports can shatter the trust your customers place in your ability to safeguard their sensitive information. It can eventually also lead to losing business and profit.

Legal and Regulatory Ramifications

In a landscape increasingly governed by data protection laws, unauthorized data exports can lead to legal repercussions. Violations of privacy regulations may result in fines, legal actions, and tarnished reputations that are hard to mend.

Step-by-Step Guide to Tracking Database Exports

Step 1. Navigate to Setup

Begin by logging into your Salesforce account and accessing the Setup menu. You can find this option by clicking on the Gear Icon in the top-right corner and selecting “Setup” from the dropdown menu.

Logging into Salesforce and accessing the Setup menu via the Gear Icon

Step 2. Access Setup Audit Trail

In the Setup Home, navigate to the Quick Find box, search, and click “View Setup Audit Trail.” 

Navigating to 'View Setup Audit Trail' in the Setup Home of Salesforce

If the Audit Trail feature is not already activated, you may need to enable it. This feature logs user names and times to your organization’s setup based on who requested the complete data in your Salesforce.

Step 3. Enable Audit Trail (if necessary)

If the Audit Trail is not already enabled, you can activate it on the Setup Audit Trail page. Follow the prompts to allow this feature, ensuring that Salesforce captures the necessary information for tracking database exports.

Step 4. Review Export Logs

Once the Audit Trail is activated, you can review the export logs. Look for entries related to data exports, including the user who initiated the export, the timestamp, and the type of action performed (export, download, etc.).

Salesforce-Audit-Trail-Export-Log-Review

You can find the last 20 entries readily available on your Salesforce account.

If you need an audit trail over a long period, you can download a report for the audit trail for the last 6 months as an Excel or CSV file.

Step 5. Additional License for Advanced Audit

Gaining export history through the ‘Audit Trail’ feature may not be enough if you want a more detailed report on exactly what data, reports, and files were imported and by which users.

For this, Salesforce provides an additional license called â€˜Event Tracking’ that can further aid in tracking database exports down to the exact report and data type.

Implementing 5 Best Practices for Salesforce Data Security

Here’s a detailed exploration of best practices to ensure the robust security of your Salesforce database:

Creating a Risk-Aware Culture

Especially if Employees Use Their Own Devices

Since remote work is increasingly prevalent, employees may access Salesforce from various devices. Creating a risk-aware culture involves educating your team about the potential security implications of using personal devices.

salesforce operations package
Sync Live Data into These Free Salesforce Dashboards

All of the core charts, metrics, and filters you need to monitor performance and grow your sales. Sync your live data in just a few clicks.

Encourage secure networks, ensure devices have updated security software, and emphasize the importance of not accessing sensitive information from public or unsecured networks.

Safeguarding Passwords

Implementing Strong Password Policies

Passwords are the first line of defense. Implement and enforce strong password policies within your Salesforce environment.

Advocate for combining uppercase and lowercase letters, numbers, and special characters. Regularly prompt users to update their passwords and discourage the reuse of passwords across multiple platforms.

Securing Access Through System Administrators

Define and Limit System Administrator Access

System administrators wield significant power within Salesforce. Define and limit their access to only what is necessary for their roles. Adopt the least privilege principle, ensuring administrators can only access the features and data required for their specific responsibilities.

Consistent Security Audits

Conduct Regular Security Audits

Scheduled security audits are crucial for identifying and addressing potential vulnerabilities. Perform regular reviews of user permissions, access logs, and configuration settings. These audits provide insights into unusual or unauthorized activities and enable timely corrective actions.

Educating Users on Security Best Practices

Provide Ongoing Security Training

Offer regular training sessions to inform users about the latest security risks and best practices. Cover topics such as recognizing phishing attempts, reporting suspicious activities, and understanding the importance of data security.

Create clear and easily accessible reporting procedures for users to notify the IT or security team about any security concerns. Swift reporting allows for prompt investigation and mitigation of potential security incidents.

Final Takeaway

From tracking database exports to creating a culture of awareness and implementing stringent access controls, every step contributes to the resilience of your Salesforce environment.

So, start by implementing the steps and tips outlined in this guide, and for an even more robust data security solution, consider integrating your lists beyond Salesforce with a trusted plugin like Coefficient.

Coefficient extends your data export options, allowing seamless collaboration with your teams across various platforms while ensuring your data remains secure in different places.

Elevate your Salesforce experience and fortify your data security – Get Started with Coefficient!

2-Way Sync Between Salesforce & Your Spreadsheet

Try the 2-Way Salesforce Spreadsheet Sync Trailblazers are Raving About

When did you last hit a blocker with native Salesforce reports? Find yourself manually exporting data to spreadsheets to make reports there? Or manually pushing data updates back to Salesforce?

Say goodbye to repetitive tasks and hello to efficiency with Coefficient, the leading Salesforce spreadsheet automation tool trusted by over 300,000 professionals worldwide. Nix the manual labor and drive more flexible reporting in Google Sheets or Excel on your Salesforce data.

Julian Alvarado Content Marketing
Julian is a dynamic B2B marketer with 8+ years of experience creating full-funnel marketing journeys, leveraging an analytical background in biological sciences to examine customer needs.
Google icon
300,000+ users on Google Marketplace
Wait, there's more!
Connect any system to Google Sheets in just seconds.
Get Started Free

Trusted By Over 20,000 Companies