Salesforce.com Certified Administrator

Data Utilities
Describe the function of an External ID
What is an external ID?
When importing custom objects, solutions, or person accounts, you can use external IDs to prevent duplicate records from being created as a result of the import operation.

An external ID is a custom field that has the “External ID” attribute, meaning that it contains unique record identifiers from a system outside of Salesforce. When you select this option, the import wizard will detect existing records in Salesforce that have the same external ID. Note that this operation is not case-sensitive - for example, “ABC” will be matched with “abc”. However, there is an exception: if the custom field has the separate “Unique” attribute and the case-sensitive option for that attribute is selected, uppercase and lowercase letters will not be considered identical.

External ID Attribute on Custom Fields

In the Salesforce CRM user interface, you can identify up to seven (7) custom fields on an object as being an external ID field. The field type must be a text, number or email field. An external ID contains record IDs from a system outside of Salesforce. You can match against this field during importing or integration or when using the upsert call. Also, external ID fields are indexed, so selective filters on them should run quickly.

I haven't hit the limit of seven but I am still unable to mark a custom field as External. Why is this?

When a field has been designated as an External ID, it is also indexed as mentioned earlier. There is another limit that determines the amount of custom indexes per entity. Most likely, you are hitting this limit, who's default is 13. Please log a case with support, providing us an organization ID and what you are looking to do. We can review your current indexes and, with a sufficient business case, increase the limit in some situations.

List and describe the different tools and use cases for data migration

Glossary
Downloadable User Guides

Data Loader | Salesforce
Data Loader
Available in: both Salesforce Classic and Lightning Experience
Available in: Enterprise, Performance, Unlimited, Developer, and Database.com Editions

Data Loader is a client application for the bulk import or export of data. Use it to insert, update, delete, or export Salesforce records.
When importing data, Data Loader reads, extracts, and loads data from comma separated values (CSV) files or from a database connection. When exporting data, it outputs CSV files.
Note
If commas are not appropriate for your locale, use a tab or other delimiter.
You can use Data Loader in two different ways:
User interface—When you use the user interface, you work interactively to specify the configuration parameters, CSV files used for import and export, and the field mappings that map the field names in your import file with the field names in Salesforce.
Command line (Windows only)—When you use the command line, you specify the configuration, data sources, mappings, and actions in files. This enables you to set up Data Loader for automated processing.
Data Loader offers the following key features:
An easy-to-use wizard interface for interactive use
An alternate command-line interface for automated batch operations (Windows only)
Support for large files with up to 5 million records
Drag-and-drop field mapping
Support for all objects, including custom objects
Can be used to process data in both Salesforce and Database.com
Detailed success and error log files in CSV format
A built-in CSV file viewer
Support for Windows XP, Windows 7, and Mac OS X
Update existing data via import
Define when to use the Data Loader
You need to load 50,000 to 5,000,000 records. Data Loader is
supported for loads of up to 5 million records. If you need to
load more than 5 million records, we recommend you work with a Salesforce partner or visit the App
Exchange for a suitable partner product.
• You need to load into an object that is not yet supported by the import wizards.
• You want to schedule regular data loads, such as nightly imports.
• You want to export your data for backup purposes
List the functions of the Data Loader
Inserting, Updating, or Deleting Data

Select the Operation Type:Insert, Update, Upsert, Delete
Upsert is a combination of inserting and updating. If the record matches an existing record based on the match field (see below) then the record is updated, otherwise it is inserted.
Match on Field: If you are performing an Update, Upsert, or Delete your CSV file must have an ID column to match against. The listbox will show a list of fields from the selected object that can be used for matching.
(you must also map the selected field in the mapping step)
Data loader can match on the following types of fields:
Salesforce record ID (Id)
External Id – a custom field with the “External ID” attribute
Batch size: Data loader will commit the updates in batches of records. If you are updating a large number of records then you may want to increase the batch size to improve performance.
Save Mapping: When checked, Data Loader saves the mapping associated with the CSV file and will use the same mapping the next time a file with the same name is loaded.
Mapping

In order for data loader to update the selected object in Salesforce you must map the columns in your CSV file to fields on the selected object.

On the Field Mapping page under the Options / Available Fields section data loader shows a list of fields that have not been mapped for both the CSV file and the selected Salesforce Object.

Data loader will automatically map fields where the column name in the CSV file matches a field name on the object.

To map the remaining fields, select a field in the CSV Fields list and the corresponding field in the Object Fields list and then press Map. A new row will show in the Mapped Fields section.

Mapped Fields

The mapped fields section shows fields that have already been mapped. If there are fields that you do not want to update or the mapping is incorrect, click on the Unmap button to remove the mapping. The fields will now be in the available fields listboxes to be remapped.

For look up fields and master detail fields a dropdown list will show in the Match on Field column. Select the appropriate field to match on based on the data in your file.

Once mapping is complete click on Next

3. Verify Data and Process

Verify Data and Process

The Verify and Process page displays the operation, object and batch size at the top, and the data to be updated in an editable grid on the bottom.

The grid allows you to perform inline editing in addition to mass updates to the file data before you commit it to Salesforce. See Using the Grid for more details.

Once you have confirmed the data is ready to be saved to Salesforce and verified the operation is correct, click the save icon Grid Save Icon to update Salesforce.

A successful update will show the Success page.

Data Loader messages

If there are errors, the Grid will display with the items that had issues marked. Move your mouse over the red icon to see the error details.

Data Loader Errors

If there are a large number of errors or if you are not ready to make updates and try again you can export the results by checking the selection box (or select all) and clicking on the export icon Data Loader Export to Excel.

Data Loader more errors

- See more at: http://www.configero.com/salesforce-apps/data-loader/data-loader-salesforce-user-guide#sthash.R4xHUf7y.dpuf
Mass Update Records
To update record types in mass using the Data Loader, follow the instructions below:
First, identify the specific IDs of the records that you wish to update. There are two ways to do this:

Run an export with the Data Loader to extract the IDs for the records you wish to update. You can add conditions to your query to select records that meet your criteria. Make sure to select "ID" and "RecordTypeID" in your field selection.
Run a report in Salesforce that retrieves the records you wish to update. Be sure to include the record ID in your report. Export the report as a .csv file.
Now that you have a .csv extract that contains the IDs of the records you want to update, the next step is to prep the extract file.
In salesforce, navigate to the record type that you wish to apply to your records. For example, if you wanted to change the record type of your selected leads to a record type called "weblead", go to:
Setup | App Setup | Customize | Leads | Record Types | Weblead.
Once you are at the appropriate record type, copy the ID that appears at the end of the URL after the "=" sign.
For example, a sample URL could be:

https://na1.salesforce.com/setup/ui/recordtypefields.jsp?type=Lead&setupid=LeadRecords&id=012300000000MWm

The ID for the weblead record type is therefore 012300000000MWm.
Open the .csv extract from the earlier step in Excel.
If your extract was generated by running a Data Loader Export, replace the existing RecordTypeIDs with the one just copied.

If your extract was from a Salesforce report, create a new column called "RecordTypeID" and populate all the rows in this column with the "RecordTypeId" just copied.

Save the csv file.
Next, run an update using the Data Loader. When prompted, load the .csv file from the previous step. Choose "Create or Edit a Map" when prompted. Drag the "ID" and "RecordTypeID" fields from the top section to the corresponding fields in the bottom section.
Click "Finish" and the mass update is complete.
In Salesforce, check your records to confirm that the change has been made.
Mass Delete Records
Today, we are going to learn how to mass delete in Sales-force. Until recently, this wasn’t even possible to do, but thanks to the outcry from countless users, the considerate developers of Sales-force have added this feature.

how to create record types in sales-force - cartoon image of man and laptop

Before we begin, lets point out a few conditions of mass deletion though. Only 250 items may be deleted at a time, and your account must have “modify all data” as a permission. Partner accounts with partners may not be deleted, and accounts with contacts and associated cases may not be deleted either. For these, administrative assistance is needed.

Step 1 – Click (Your Name)->Setup->Data Management->Mass Delete Records.

Step 2 – Click the link for record type you wish to delete. Remember from the above, some record types may not be deleted. Bear this in mind going in.

Step 3 – Look closely at the information that will be deleted, as this is not undoable.

Step 4 – Specify conditions for selected items, such as “State equals Montana” or “City equals Billings”.

Step 5 – If you wish to delete accounts with other attached accounts or closures etc., check the appropriate boxes.

Step 6 – If you wish to delete archived products, or products on opportunities, check the options appropriate to these actions now.

Step 7 – Choose “Search” to find matches for the conditions you provided.

Step 8 – Select the boxes next to item you wish to delete, or optionally, the header box to select all.

Step 9 – Select “Permanently Delete” to permanently remove these records from all data. Choose wisely with this.

Step 10 – Click “Delete”. If you did not take the action in step 9, these will be moved to the recycle bin. Otherwise, they will cease to exist now.

This is all there is to how to mass delete in Sales-force. Remember to be careful with mass deletions as they can have permanent ramifications. The developers originally omitted this due to the severity of its accidental use.

Additional information is available on how to create record types in sales-force page.

Describe the capabilities of the Recycle Bin
The Recycle Bin link in the sidebar lets you view and restore recently deleted records for 15 days before they are permanently deleted. Your Recycle Bin record limit is 25 times the Megabytes (MBs) in your storage. For example, if your organization has 1 GB of storage then your limit is 25 times 1000 MB or 25,000 records. If your organization reaches its Recycle Bin limit, Salesforce automatically removes the oldest records if they have been in the Recycle Bin for at least two hours.
Request and download a weekly export
Explain how Salesforce allocates storage
 

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