Salesforce Notes: Export Limitations and Alternatives

Overview

Unlike standard Salesforce fields, Notes cannot be exported directly using a report or a simple object export.

This is due to how Salesforce stores Notes behind the scenes. While fields such as First Name, Phone, or Custom Fields exist directly on a Salesforce record, Notes are stored separately and then linked back to records using additional Salesforce objects.

Because of this architecture, exporting Notes requires multiple queries and combining the results outside of Salesforce.

Why are Notes different?

Most Salesforce fields are stored directly on the object they belong to.

For example, a Lead contains fields such as:

• First Name

• Last Name

• Email

• Company

These fields can be exported with a standard report, Data Loader, or Salesforce Inspector.

Notes work differently.

Salesforce stores:

• The Note content in the ContentNote object.

• The relationship between the Note and the record in the ContentDocumentLink object.

This means Salesforce does not know which Lead, Contact, Opportunity, or other record a Note belongs to unless those two objects are combined after export.

As a result:

• Notes cannot be exported in a single file.

• Multiple SOQL queries are required.

• The exported data must be matched together using Salesforce IDs.

Available options

Option 1: Use Salesforce Inspector Reloaded

For experienced Salesforce administrators, Salesforce Inspector Reloaded can be used to execute SOQL queries and export the required data.

Two separate exports are required:

1. Export the Note content from ContentNote.

2. Export the record relationships from ContentDocumentLink.

3. Match the two exports using the ContentDocumentId field in Excel or another spreadsheet application.

ContentNote Query

SELECT
    Id,
    Title,
    TextPreview,
    CreatedDate,
    CreatedBy.Name
FROM ContentNote
ORDER BY CreatedDate DESC

ContentDocumentLink Query (Example: Leads)

SELECT
    ContentDocumentId,
    LinkedEntityId,
    LinkedEntity.Name,
    ContentDocument.Title,
    ShareType,
    Visibility
FROM ContentDocumentLink
WHERE ContentDocument.FileType = 'SNOTE'
AND LinkedEntityId IN (SELECT Id FROM Lead)

Note: The second query can be modified for other Salesforce objects (such as Contacts or Opportunities) by changing the object referenced in the subquery.

Option 2: Salesforce Data Loader

Salesforce Data Loader can also export the same objects.

However, the same limitation applies—multiple exports are required and must be combined manually after export.

Recommended Alternative

If your organization needs to regularly report on or export information currently stored in Notes, consider using a standard Salesforce field instead.

Using standard fields provides several advantages:

• Easier reporting

• Simpler exports

• Better automation with Flow

• More reliable integrations

• Improved data visibility

Long Text Area fields are recommended when the information is primarily plain text.

Rich Text Area fields are a better option when users need formatting such as:

• Bold or italic text

• Bullet or numbered lists

• Hyperlinks

• Basic text styling

Best Practice: If the information needs to be searched, reported on, exported, or referenced by automation, store it in a standard Salesforce field instead of a Note whenever possible. Notes are best suited for ad hoc, free-form information that does not need to be included in reporting or integrations.

Need help?

If you need to export existing Notes for a migration, audit, or reporting project, Left Main recommends engaging Professional Services.

Professional Services can assist with:

• Building the required SOQL queries

• Exporting the necessary Salesforce objects

• Matching Notes back to their related records

• Delivering the data in the required format

Summary