Export Access Groups, Members, and Rules

Using Import and Export Management, you can export access group objects from your sales environment into CSV files. The access group objects you can export include:

• Access groups

• Access group members

• Access group rules (group membership rules and predefined and custom object sharing rules)

  Each access group rule can have multiple rule conditions and can be assigned to multiple access groups (rule candidates). You can also choose to export only rule conditions or only rule candidates.

• Access group extension rules

• Access group extension rule details
• Access group relationships

For each object you export, you can select the data attributes you want to download for data analysis. You can also use filters to specify the range of access groups, members, or rules to export. For example, you can use filters to export access group rules for a specific object, such as the Account object. Ensure that any custom objects or attributes are synchronized before you export your access group rules.

Caution: Ensure that any custom objects or attributes are synchronized before you export your access group rules.

Here's how to export access group object details to a CSV file.

1. Navigate to Tools > Export Management.

2. On the Manage Exports page, click Create Export Activity.

3. On the Create Export Activity: Enter Export Options page, select a name for the export job in the Name field.

4. From the Object drop-down list, select one of the access group objects:

   • Access Groups
   • Access Group Members
   • Access Group Rule
   • Access Group Rule Candidate
   • Access Group Rule Condition
   • Access Group Extension Rule
   • Access Group Extension Rule Detail
   • Access Group Relationship

   You can export child objects at the same time as the parent object or you can export child objects individually. For example, Access Group Rule Candidate and Access Group Rule Condition are child objects of Access Group Rule, so you can export all three objects at the same time by selecting the Access Group Rule object.

   Similarly, Access Group Extension Rule Detail is a child object of Access Group Extension Rule so you can export both of these objects at the same time by selecting the Access Group Extension Rule object.

   The File Name field is automatically filled with a file name to reflect the object type you selected. For example, if you selected Access Group Rule as the object to export, a file name similar to AccessGroupRule20200731_1307.zip is generated for you. If you select Access Group Rule Candidate, then a file name such as AccessGroupRuleCandidate20200731_1310.zip is automatically entered.

5. In the Advanced Options region, select Language Independent Header to ensure that column headers display correctly in the exported CSV file, then click Next.

6. On the Create Export Activity: Map Fields page, you can select the fields to export.

   Alternatively, you can select an existing mapping from the Export Mapping drop-down list which shows the maps that were used in earlier export jobs.

7. In the Export Objects area, select the child objects, if any, that you want to export by selecting the Enabled check box.

8. In the Attributes area, select the attributes you want to export for the selected object or objects by double-clicking the attribute in the Available Fields list or manually moving the attribute from the Available Fields list to the Selected Fields list.

   For example, for the Access Group object, you might select these fields: Number, Name, Description, Active.

9. You must provide a filter criterion for at least the top-level object. To filter the records to export using conditions, in the Export Objects area, click the Filter Name icon to display the Filter Name dialog box.

10. To create the filter:

    1. On the Fields tab select the attribute you want to use to filter the access group data that's exported and click the Insert button.

    2. In the Script Edit window, provide the filter conditions for the selected attribute using the available operators such as AND, OR, =, and !=.

    3. After creating the filter criteria script, click Validate Script.

    Here are some examples of filter criteria you might define for different access group objects.

    Access Group Export Object	Filter Condition	Filter Script
    Access Group Rule	Export all access group rules including object sharing rules and group membership rules.	ObjectName != 'Null'
    Access Group Rule	Export group membership rules only. Export object sharing rules only.	ObjectName = 'Resources' ObjectName != 'Resources'
    Access Group Rule	Export access group rules for the Account object.	ObjectName = 'Account'
    Access Groups	Export data for a specific access group.	GroupName='France_Admin_Group'
    Access Groups and Access Group Members	Export all access groups with a specific member.	EmailAddress='email_address'

11. If the script validates successfully, click Save and Close to save the filter, then click Next.

12. On the Create Export Activity: Review and Submit page, review the export activity configuration, then click Submit to activate the export activity.

13. On the Manage Exports page, review the export job and when it completes, click the file link in the Exported Data File column to download the exported file. Verify that the file contains all the information you wanted to export.