Data Management, 10%

Describe the considerations when importing, updating, transferring, and mass deleting data (for example, CSV files, data quality, field mapping, record IDs, external IDs, duplicate records). Given a scenario, identify tools and use cases for managing data (for example, dataloader, data import wizard). Describe the capabilities and implications of data validation tools. Describe the different ways to backup data (for example, data export service, exports, dataloader).

Data Export

  • Export data via: Setup > Quick Find > “data” > Data Export
  • Per MW: Data Export not very robust in Salesforce
    • Weekly in Enterprise orgs, monthly in Developer orgs
    • More frequent exports may require AppExchange tools
  • For simplicity, its usually best to just export all data, rather than picking and choosing objects
  • This functionality does not include the metadata, just the data

Data Import Wizard

  • Data Import Wizard is the easiest and quickest way to import data but it has the least functionality
  • Setup > Data Import Wizard

Data Loader

  • Data Loader is a referred to as a “client application” - something installed locally on your computer
  • Reference this help article about when to use data loader. General guidelines for Data Loader:
    • 50,000 or more records. Less than 50,000 records, use Data Import wizard.
    • Any objects that are not yet supported by the Import wizard.

Data vs. Metadata

  • Data: Records in an object, specific values in fields, etc
  • Metadata: Which fields are on which object, etc
    • If its changeable in the object manager, then it is metadata

Duplicate Management

  • Access duplicate rules via: Setup > Quick Find > “duplicate” > Duplicate Rules
  • Duplicate Rules can have up to three Matching Rules
  • Each Object can have up to 5 Duplicate Rules active at any given time
  • Help Article
  • Rules can respect or bypass sharing rules
  • Duplicate Rules and their constituent Matching Rules must be individually activated
  • Duplicate Rules can be set up to Block or Allow record creation and record edit

Merging Duplicates

  • Email is a good unique identifier to use for duplicate removal on Contacts
    • To implement, create a Duplicate Rule and associated Matching Rule with an Exact match on Email
  • If a potentially duplicate record is created, the Lightning Page will display a message: “We found 1 potential duplicate of this Contact.”
    • This duplicate message area can be added to or removed from the page in lightning app builder

Universal Picklists

  • Universal Picklists are a means of creating consistency across the org (can prevent: USA, US, United States, etc)
    • Access via Setup > Quick Find > “Picklist” > Picklist Value Sets
    • Once set up, these global picklists are available to be used for each new picklist being set up elsewhere in the org
  • Salesforce also has “State and Country/Territory Picklists” built in. These can be customized and enabled.
    • Access via: Setup > Quick Find > “State and Country” > State and Country/Territory Picklists
    • It can be a fairly involved process to convert all the org’s geographic data, but the steps are available at the location above in Setup

Salesforce Administrator Certification Exam Guide Sample Question #4

  • Sample question: Which two should a system administrator consider before importing a set of records into Salesforce?
    • The import file should include a record owner for each record. Correct: if not specified, then default is to make the record owner the person who imported the data
    • Currency field values will default to the personal currency of the record owner. Incorrect
    • Data should be de-duplicated in the import file prior to import. Correct
    • Validation rules are not triggered when importing data using the import wizard. Incorrect: validation rules are respected by Data Import Wizard and Data Loader.