Data Analytics & Management

Summary Report

- Contain grouped records and subtotals - Up to 3 levels of grouping can be defined in a summary report - Charts can be created in summary reports - Can be used as source for dashboard reports

Matrix Report

- Involve records that are grouped or summarized by rows and columns - 2 levels of summarization are available for rows and columns - Useful for comparing related totals and analyzing a large amount of data - Can be used as source for dashboard component - Charts can be created using Matrix reports

Tabular Report

- List of records displaying their fields - No groupings are added and charts cannot be created - Can be used as a source report in a dashboard component if a limit is specified on the number of returned rows - Ideal for performing maintenance processes such as data cleanup, export or backup

Data Loader Considerations

- Record Limit: Used for bulk import, update, delete, or export of data. Can load up to 5 million records. - Trigger Workflow: Workflow will fire for any inserted or updated that meet the workflow rule criteria - Export All: Export all will include records in the recycle bin - Upsert: Will update an existing record if a match is found, if not then new record is inserted - Hard Delete: Will delete records without moving to the Recycle Bin. The "Use Bulk API" setting must be enabled after installing data loader - Automate Operation: Data Loader Command Line Interface (Windows only) lets you automate loading process by setting up the configuration, sources, actions and mappings from a command line - Batch Operation: Command Line Interface is useful for batch operations such as nightly imports. - File Format: Import and Export is done via CSV files with each row in a CSV file creating a record while each column maps to a field.

Reports in Lightning Experience

- Report Format: Adapts based on the grouping applied by the user - Report Fields: Fields determined by report type can be configured in a report - Grouping Report Data: Records can be grouped by rows or columns - Report Filters: Can be filtered using filters such as standard filters, cross filters - Joined Reports: Combine up to 5 blocks in one report - Report Charts: At least one group must be added to a report to be able to add a chart -Report Subscription: Subscribe up to 5 reports to receive refreshed report via email - Exporting Reports: A report can be exported into a .csv, .xls or .xlsx file - Report Snapshots: Can be used to report on historical data - Report Type: Standard or Custom Report Type can be used while creating a report

Types of Data Validation

- System Validation: Basic standard rules enforced by Salesforce to maintain data quality and integrity. - Custom Validation: Can be created with functions and logic to meet more business-specific validation requirements

Joined Report

- Useful for analyzing Salesforce data across multiple report types or getting multiple simultaneous views of an object - Report run page can be used to add a chart, edit filters, add the report to a dashboard, and sort columns and groups - Can consist of up to 5 blocks, each block shows data from 1 standard or custom report type. - Each block returns up to 2,000 records. A joined report can return up to 10,000 records. - Filter panel displays filter by block. Each filter can be applied independently to each block.

Reporting Snapshots

1. A reporting snapshot provides information on historical data by storing report data scheduled over a period of time. 2. Point-in-Time comparative analysis on data or trend analysis can be performed. 3. A source report and a custom object are required for reporting snapshots. The custom object is used to store data from the source report. 4. A reporting snapshot can be configured to run daily, weekly or monthly

Report Subscription

1. A user can subscribe other users to a report by specifying a user, group or role 2. To subscribe users to a report, the users must have access to the folder where the report is stored or located. 3. Subscribers view data on the emailed report as the person that was configured to run the report as. 4. The View All Data permission is required in order to specify a running user other than himself/herself 5. Frequency of emailed report can be set at specific time 6. Emailed to subscribers within 30 minutes of the preferred start time 7. Conditions can be set to trigger an email notification 8. Can be sent in an email attachment in CSV or XLSX format.

Mobile App Unavailable Features

1. Account Hierarchy 2. Merging Accounts, Contacts & Leads 3. Managing Campaign Members 4. Lead History Related List

Maintaining Data Quality

1. Address Format: Mass update addresses can be used to ensure standardized country and state/province fields such as as official 2 digit ISO codes 2. Validation Rules: Used to enhance data quality by ensuring users meet org standards for data entry 3. Detect Duplicates: Duplicates can be automatically detected through duplicate rules or jobs. 4. Merging Records: Records considered as duplicates can be optionally merged.

Report Builder Tools

1. Bucket Fields 2. Summary Fields 3. Row-Level Formulas 4. Summary Formula 5. Count Unique 6. Report Filters 7. Conditional Highlighting 8. Report Charts

Data Import Wizard Steps

1. Choose Data 2. Edit Field Mapping 3. Import Data

Steps for Importing Articles

1. Create the CSV file 2. Specify Important Parameters 3. Zip the files 4. Select Knowledge Base, Record Type and import .zip file

Creating & Modifying Dashboards

1. Dashboard Components: Data can be visually displayed on a dashboard using components such as chart, gauge, metric or table 2. Chart Types: Various types of charts are available for displaying data using dashboard components 3. Dashboard Filters: Data displayed on a dashboard can be filtered based on source report fields to allow users to scope data to a particular view 4. Source Reports: A reports serves as the data source of a dashboard component and displays report data in a format based on component type. 5. Dashboard Refresh: Can be manually refreshed, or automatically refreshed per set schedule

Types of Standard Validation

1. Data Type Validation: A value of the correct data type must be entered 2. Required Fields: Field can't have an empty value 3. Unique Fields: The same field value should not exist in another record

Donut Charts

1. Data is displayed as multiple groupings contributing to a total value and total value itself 2. Chart displays report data in the form of a donut. Each wedge represents a grouping.

Duplicate Rule Conditions:

1. Duplicate Rules won't run when records are: -- Created with quick create or via Community self-registration -- Restored with undelete -- Added with Lightning Sync -- Manually merged

Custom Validation Rule Considerations

1. Error Message: An error message can be displayed at the top of the page or next to the field that failed the validation rule. 2. Enforcement: Validation rules apply to new or existing records even if fields referenced in a rule are not displayed on a page layout or an API call. 3. Applies on Data import: If validation rules are used in an object, it will be used to check against imported records. If a violation occurs by meeting the criteria set in the error condition formula field, records can't be saved. 4. REGEX: Validation rules can be used to enforce formatting of input through the REGEX formula function.

Export Options

1. Formatted Report: Exports a report in .xlsx format where visual representation is maintained and ideal for directly publishing to report consumers. 2. Details Only: Exports a report in .csv, .xls, .xlsx file format which contains data extract only and ideal for data cleanup or backup and other data quality/maintenance processes

Salesforce Duplicate Management

1. Location: Accessed under Duplicate Management in Setup 2. Matching Rules: Defines the criteria to compare records and identify possible duplicates, returning a list of possible duplicates 3. Tools: Salesforce provides free duplicate management tools depending on org edition 4. Customizable: Allows logic to be customized to identify duplicates 5. Duplicate Rules: Define what happens to duplicate records found. These rules can allow or block a duplicate record to be saved 6. Report on Duplicates: Reports can be created based on duplicates that have been allowed to be saved

Data Insert, Update, Upsert Steps

1. Login to Data Loader 2. Select query: Insert, Update, or Upsert 3. Select object and CSV file 4. Map fields 5. View success and error files

Duplicate and Matching Rules

1. Matching Rule: A matching rule determines whether the record the user is creating or updating is similar enough to other records to be considered a duplicate 2. Duplicate Rule: A duplicate rule tells Salesforce what action to take when duplicates are identified

Summary Fields in Reports

1. Number or currency fields can be summarized by SUM, AVERAGE, MIN or MAX 2. Summary Values are displayed at all grouping levels 3. Summary fields also appear at the grand total level in summary and matrix reports.

Impacts of Sharing Model on Reports

1. Org-Wide Defaults: OWD sharing settings determine the default visibility to records that users see in reports. 2. Other Sharing Settings: Also, sharing rules, manual sharing, and the role hierarchy determine what records users see in reports. 3. Page Layouts: No impact on record visiblity in reports. A field can be viewed in report even if not visible in page layout 4. Folder Sharing: Determines access to folders in which reports are stored as user access to the folder is required.

Article Import Considerations

1. Preparing a .zip folder: A .zip file containing the .csv file with the article, its corresponding .properties file and any related HTML or image files to be imported with it. 2. Preparing Import Files: Articles to be imported must be sorted out by type and match its predefined Article Type in Salesforce Knowledge. For example, if you're importing an FAQ Article, make sure you have an FAQ Article type in Salesforce Knowledge first. 3. Preparation: The structure of the article needs to be predefined in Salesforce Knowledge as well. You need to make sure your Salesforce Knowledge Article Type has the corresponding fields to accommodate the article to be imported 4. Mapping: The fields will be mapped, similarly to the Data Import Wizard. Articles does not support subfields 5. Article Translations: If the org has enabled multiple languages for its Knowledge Base, use the option to Import and Export Articles for Translation from the Setup Menu.

Grouping Report Data

1. Records can be grouped by choosing a field from the 'Add Group' picklist under GROUP ROWS. 2. When at least one row is GROUPED, a column can also be grouped by choosing a field from the 'Add Group' picklist under GROUP COLUMNS 3. To group records, it's also possible to drag and drop a column from the Columns List or from the preview pane onto the GROUP ROWS or GROUP COLUMNS list. 4. Rows or Columns can also be grouped by a specific column directly using the drop-down menu in the preview pane. 5. It's possible to group up to 2 rows and 2 columns 6. If records are grouped by a date field, it's possible to customize data granularity such as applying a calendar or fiscal period. 7. After adding a group, it's possible to show or hide detail rows, subtotals, and a grand total by toggling switches at the bottom of the preview pane.

Filters in Reports

1. Report data can be filtered by values such as currency, string, date, etc. by defining filter criteria on one or more fields 2. Filter logic can be added to combine filters with AND, OR and NOT conditions as well as parentheses for condition priority. 3. A field to field filter can be used where only rows that match a criteria which compares values of two fields are returned. 4. The following field types are supported by field to field filters: Numeric, Date and DateTime 5. Cross filters can be used to display records based on whether or not they have child records of a particular type 6. Sub-Filters can be used with cross-filters to set filters on the child records 7. There can be up to 3 cross filters and 5 sub-filters for each cross filter

Duplicate Rule Considerations

1. Reports: Create reports based on duplicates users create 2. Availability: Available for Accounts (Business and Person), Contacts, Leads and Custom Objects 3. Available on Mobile: Duplicate rules can also be run on the mobile app 4. Person Accounts: Person Accounts will also be considered when looking for duplicate accounts. However, a Person Account cannot be merged with a Business Account or vice-versa 5. Activate Matching Rules: In order to create or use Duplicate Rule, all related matching rules must be active

Scatter Charts

1. Requires at least one summarized field and can support 2 summarized fields in the display 2. Can be used on reports that use groupings such as summary, matrix, or joined reports.

Validation Rule Considerations

1. Rules & Processes: Workflow rules & some processes can invalidate previously valid fields since updates to records based on workflow rules and also on process scheduled actions don't trigger validation rules. 2. Rule Implementation: Validation rules apply even if the field referenced in the rule is not displayed on the Page Layout or API Call. 3. Quick Create Action: Validation rules don't apply when record is created with "Quick Create" 4. Continuous Validation: When one validation rule fails, Salesforce continues to check other validation rules on that field or other fields on the page and displays all error messages at once. 5. Activities on Lead Conversion: If validation rules exist for activities and you create an activity during lead conversion, the lead converts but no task is created. 6. Campaign Hierarchy: Campaign Hierarchies ignore validation rules. 7. Web-to-Lead: Salesforce runs validation rules before it creates records submitted via Web-to-Lead and Web-to-Case and then creates records with valid values 8. Mass Transfer Tool: Validation rules continue to run on individual records if the owner is changed. If Mass Transfer Tool is used to change ownership of multiple records, validation rules don't run on these records.

Salesforce Mobile App Overview

1. Salesforce Data: Records of standard and custom objects can be accessed by Salesforce users on the go. 2. Salesforce App Setup: Salesforce Mobile Quick Start can be accessed in Setup to complete the essential steps. 3. Data Management: Features such as lead conversion, Contacts to Multiple Accounts, preventing duplicate records, and working with account and opportunity teams are supported by the app. 4. Navigation Menu: Can be customized and contains items related to Salesforce data and functionality 5. Offline Access: Frequently accessed records can be cached and 'Offline Edit' can be enabled in Salesforce Offline 6. Productivity & Collaboration: Chatter feeds and features, such as Salesforce Today, Notes, Events, Tasks, Emails, and Quip documents can be accessed

Sharing Model

1. Security and Sharing Settings are applied when reports are run. Users will only see data they have access to. 2. OWD is the default security setting that determines visibility to records in Salesforce. 3. In addition to OWD, Sharing Rules, Manual Sharing, and Role Hierarchy will determine what records a user will see in Salesforce 4.

Line Charts

1. Show changes in value over time 2. Grouped line charts support multiple groupings 3. Cumulative line charts and grouped cumulative line charts summarize a single value summed over time, with single groupings and multiple groupings respectively

User Permissions for Dashboards

1. Subscribe to Dashboard: Enables user to subscribe to dashboards, schedule dashboard refreshes and send email notifications. 2. Create and Customize Dashboards: Enables a user to create, edit and delete dashboards in personal folders 3. Manage Dashboards in Public Folders: Enables a user to create, edit, delete dashboards and manage their sharing in all public folders

Data Validation in Salesforce

1. System Validation: Performed by Salesforce. Ensures data type is correct for the field 2. Required Fields: A custom field can be made required so that a record cannot be saved without specifying its value during creation or update 3. Unique fields: Text, Email and number fields can be marked as unique to prevent duplicate field values on records 4. Custom Validation Rule: A custom validation rule can be used to perform a complex validation that involves one or more rules 5. Validation Condition & Error: Condition and Error Message are specified for validation rule. When condition formula is true, the error is displayed

Salesforce External IDs

1. Usage: Useful when loading or identifying data from an external system 2. Field Limit: Up to 25 custom fields can be used as external IDs on an object. 3. Field Type: External ID field type must be text, number or email. It can also be marked as case sensitive. 4. Matching ID: External IDs can be used for matching when importing or updating data. Recommended to have the 'Unique ID' setting enabled.

Funnel Charts

1. Used when there are multiple groupings in an ordered set to show proportions among the set. 2. Can be used to help analyze the flow of records in the business process where a larger segment suggests area of interest. 3.

Order of Processing Rules

1. Validation Rules 2. Duplicate and Assignment Rules 3. Auto-Response Rules 4. Workflow Rules (with immediate actions) 5. Escalation and Entitlement Rules

Bar Charts

1. Values are displayed as horizontal bars 2. Optimally used when comparing distance or time 3. Limited to a single grouping 4. Stacked bar charts are bar charts with values broken into groups in each bar

Column Charts

1. Values displayed as vertical columns 2. Best for showing relative counts 3. Used on summary report with a single grouping or if only one grouping needs to be displayed 4. Ideal to use when showing values by date as dates traditionally run along horizontal axis

System Validation Rules

Built in and enforced by Salesforce - Data Type: Ensures data type is correct for the field - Field Length: Validates field length on text, currency and number fields - Triggered on Save: Enforced immediately on record save, prior to workflows or process builders - Users can configure system validation rules such as setting character limits, making fields required and/or unique, and others

Duplicate Jobs

Duplicate jobs are used in Lightning Experience Performance and Unlimited Edition with standard or custom matching rules to scan existing accounts, contacts or leads for duplicates 1. Find Duplicates: Duplicates can be found across the org by using Duplicate Jobs 2. Running Jobs: A duplicate job can be run by navigating to "Duplicate Jobs" in Setup 3. Considerations: Can be run on Custom objects, but it's not possible to compare and merge duplicate records 4. Availability: Only available for Performance and Unlimited editions

Data Quality

Ensuring data quality is critical to overall organization health 1. Establish Org-Wide consistency: Organization-Wide standards for data entry and naming conventions should be established and followed by all users to ensure quality data 2. Clean Import Files: Before importing data, ensure data is clean by following org-wide standards as well as checking for other data issues that may arise such as matching picklist values.

Import Articles

Existing Articles can be imported into Salesforce Knowledge through the Import Articles Tool - Mass Import: Articles of multiple record types can be imported at once - Import File: When importing articles, a .zip folder with the following files must be created: -- the .CSV for each article -- the .properties file setting the article's parameters

Mass Transfer Records

Mass Transfer Records is used to transfer multiple records from one user to another within Salesforce. 1. Location: Mass Transfer Records tool is found in the Data Section from Setup. 2. Related Records: In some records, related records are transferred as well (ex. Accounts, Leads) 3. Impact on Sharing Rules: Previous record sharing rule, manual or apex managed sharing access would be removed 4. System Permissions: Users with 'Modify All Data' or 'Modify All' can transfer any Record 5. User Permissions: Must be the record owner or user above in the role or territory hierarchy

Charting

Several chart types are available for displaying report data in the form of bars, columns, lines, shapes, or other elements 1. Provides a visual display of the information in the report. 2. It can be a visual component in a dashboard, on a report, or in Lightning on List Views 3. It can be created on matrix, summary and joined reports

Mass Transfer Tool

Standard and custom objects available for mass transfer are listed on the Mass Transfer tool.

Report Formats

Tabular Report: Displays an ordered set of fields in columns where each row represents an actual record Summary Report: Rows are grouped in this format where subtotals can be viewed and allow a chart to be created Matrix Report: Both rows and columns are grouped in this format can be used to compare related totals or provide more detailed view of data Joined Report: Multiple reports can be displayed in this format using blocks where each report can be of a different report type.

Types of Required Fields

UI Required Fields - Required at UI Level only - Configured in Page Layout Editor - Required only at Page Layout Level - Field can be removed from Page Layout - Not required in Data Imports Metadata Required Fields - Required at both UI & API Levels - Configured at the field level - Required everywhere in the system all the time - Fields can't be removed from the Page Layout - Required in Data Imports

Data Loader

Used to add, update, delete or export records. - Desktop App: Is a client application that must be downloaded from to the desktop directly from the Data Management sidebar - Data to be loaded can be specified from the UI or Command Line Interface (windows only)