15. Data Management = 11%

Describe the characteristics of the Salesforce Recycle Bin.

* Deleted records are stored in the Recycle Bin a maximum of 15 days. * "My Recycle Bin" is available to all users. * "All Recycle Bin" is available only to users with the "Modify All Data" permission.

What are some of the characteristics of Salesforce Import Wizards for importing data?

* Import wizards are online and easy to use. * Administrators can import accounts, contacts, leads, solutions, or custom objects for the org. * All Users can import their own accounts & contacts. * Data can be imported from any CSV file. * You can choose whether or not to trigger workflow with the import.

What should an administrator do to prepare for importing a file of new data into Salesforce?

* Resolve any duplicate records. * Remove blanks and empty spaces. * Run spell check. * Rename column headers to match the field names in Salesforce. * Apply consistent standards for data formats. * Prepare and upload a test batch. * Turn off workflow rules before running any import, update or upset operation. * Do not perform updates to existing records during normal business hours.

Data Loader Operations

*Insert* - Creates new records. *Update* - Updates existing records. The Salesforce ID of each record must be defined within the source file. *Upsert* - Updates an existing record if present; if record not present, creates a new record. Matching can be based on Salesforce ID or external IDs. *Delete* - Deletes records. The Salesforce ID must be defined within the source file. *Hard Delete* - Permanently deletes; records are not moved to the recycle bin. The Salesforce ID must be defined within the source file. *Export* - Extracts records from Salesforce; excludes records in your recycle bin. *Export All* - Extracts records from Salesforce; includes records in your recycle bin.

A marketing user imported a list of leads into Salesforce using the lead import wizard, but missed a custom field when mapping the data for upload. What strategies can you employ to ensure this does not happen again? (Select 2 answers) A. Instruct users to test upload a limited number of records (e.g. 3-5 records) to ensure that the data is properly mapped prior to importing a data file with a large number of records. B. Instruct users to run the data correction wizard when they've discovered there was a problem with the data import. C. When a mass import (e.g. 300 records) is performed incorrectly, instruct users to manually correct the data. D. Provide users a lead upload template file that matches the field naming convention used in Salesforce. This will ensure that fields are automatically mapped when using an import wizard.

-- Instruct users to test upload a limited number of records (e.g. 3-5 records) to ensure that the data is properly mapped prior to importing a data file with a large number of records. -- Provide users a lead upload template file that matches the field naming convention used in Salesforce. This will ensure that fields are automatically mapped when using an import wizard.

When deactivating an user, 3 things happen. List them.

-Maintains the integrity of historical data. -Prevents the user from accessing Salesforce. -Frees up a user license.

List the 3 back up options for backing up / archiving Salesforce data.

* Automated way of receiving a zip file of CSVs of all of your Salesforce data. * Is available within the application. * Emails you when the zip files are ready.

List 3 ways to obtain the Salesforce record ID for a set of records.

1. The record URL: When you go to the record detail page in Salesforce, the record ID is included in the URL and you can copy it. 2. Report: You can run a report and include the record ID on the report 3. A data loader export file: Similar to running a report, you can export data from Salesforce using data loader and include the record ID on the exported file.

How many days will the Recycle Bin hold deleted data? a. 10 b. 5 c. 8 d. 15

15. The Recycle Bin will hold data for 15 days before permanently deleting it.

Data Manipulation Tools: Force.com Workbench

Allows you to explore and manipulate data, metadata, and perform a variety of other functions. Built by Salesforce.com (may not be officially supported).

Describe the capabilities of analytic snapshots.

Analytic snapshots can be used to create trend reporting (e.g. progression of opportunity pipeline over time).

Describe an administrator's ability to modify system fields.

By feature activation only, and for a limited time period, values in the fields CreatedDate and LastModifiedDate can be populating when creating (not updating) records. Otherwise, system fields cannot be modified. This can be helpful if you want to maintain these dates when importing data from another system.

Describe the capabilities of the data export feature.

Data export allows an organization to export their entire Salesforce database (all records and attachments) into a single archive file. This export can be run once every 7 days manually, or scheduled to run weekly.

Describe the capabilities of data.com.

Data.com can be used to find new prospects, and clean data associated with existing leads and contacts. As of the Winter 15 release, Data.com can also be used to prevent duplicate record creation. Use of Data.com requires an additional license; contact your Salesforce rep for details.

Explain how the recycle bin can be used to recover deleted records.

Deleted records are stored in your organization's recycle bin for 15 days before they are permanently erased. The number of records your recycle bin can store is limited to 25 times your storage limit in MB (e.g. if you have 1000 MB of data storage, the maximum number of records your recycle bin will hold is 25,000). If this limit is exceeded, then Salesforce automatically purges the oldest records in the recycle bin if they have been in the recycle bin for at least two hours. Users can restore records they have deleted. System administrators can restore records deleted by any user.

Explain the term "dirty" data.

Dirty data is inaccurate, incomplete or erroneous.

Explain the significance of record IDs.

Each record in Salesforce is assigned a unique ID (its primary key within Salesforce), which is commonly referenced when manipulating data. The ID is 15 digits (case sensitive) long when displayed in the user interface, and is 18 digits (case insensitive) when returned through an API call. The CASESAFEID function case be used to derive the 18 digit ID within a formula field.

Validation rules do not apply to records that are imported via the Import Wizard a. True. b. False.

False. If a record fails data validation rules or if the record is missing required fields, the record will fail and will not be imported during the import process.

With regards to accounts in Salesforce, the terms "Salesforce ID," "Record ID," and "Account ID" all refer to different identifiers for an account. a. True. b. False.

False. All of these terms are synonymous in Salesforce.

Which features will the Import Wizard support? a. Import fewer than 50k records. b. Schedule imports. c. Load 50k - 5 MM records. d. Be alerted to duplicates. e. Update, upsert, export, or delete data. f. Load all objects. g. Save mappings for later use. h. Choose whether or not to trigger workflow.

Import Wizard supports the following: -Import fewer than 50k records. -Be alerted to duplicates. -Choose whether or not to trigger workflow rules.

Explain when to use an import wizard or the data loader.

Import wizards can import a maximum of 50,000 records per job. Transfer wizards can manipulate 250 records at a time. Use the Data Loader if you want to process jobs that are larger than the previously cited limitations.

What does the Mass Transfer function under Data Management in Setup do?

It enables an administrator to easily transfer ownership of accounts, opportunities, cases to a new owner. It also allows the administrator to specify whether or not to transfer closed opportunities and cases, as well as specify subsections of records to transfer (e.g. by geography).

Describe the capabilities of lookup filters.

Lookup filters can be applied to custom relationship fields to ensure that related data meets certain criteria (e.g. campaigns can only be associated with "Approved" venues).

Define strategies to promote and retain good data quality within Salesforce.

Maintaining good data quality is an art. Broad strokes include: 1) Understanding your data. 2) Preventing poor quality data from being created. 3) Cleansing existing poor quality data.

Describe how to enable state and country picklists.

Salesforce introduced the capability to use picklists for state and country fields instead of non-validated text fields. To configure this in your organization requires configuring settings, mapping the values of non-validated data to new picklist values, migrating the data, and then enabling the feature.

Your organization requires a regular backup of all Salesforce data to adhere to its disaster recovery policies set by the IT department. What is the easiest way for you as an administrator to regularly export all of your Salesforce data? A. Use the Data Loader to export data from all objects. B. Use a 3rd party data tool. C. Schedule a recurring data export within Salesforce; include all data when creating the export job. D. Use the mass export data wizard.

Schedule a recurring data export within Salesforce; include all data when creating the export job.

Wizards vs. Data Loader

The Data Loader is a desktop tool that uses the API to interact with Salesforce data. Your computer is requesting and making the changes to Salesforce data, whereas when using the import wizards you upload a file and it is then processed server-side by Salesforce. This is important for a few reasons: You need the API in order to use the Data Loader (typically Enterprise Edition or higher, or a cost for lower editions). The wizards offer options that are not available via the Data Loader (e.g. the ability to specify which lead assignment rule to process, or to disable workflow rules when loading data — workflow rules will always be triggered by the Data Loader). The permissions are different. Access to the wizards are driven by specific permissions (e.g. 'Import Personal Contacts' and 'Import Leads' permissions on profile/permission set), while Data Loader permissions are driven by the global 'API Enabled' permission on profile/permission set. The import wizards can load files with up to 50,000 records per job. Transfer wizards can transfer up to 250 records at a time. The Data Loader, however, can process up to 5 million records per job. Therefore, if you need to process large volumes of data (e.g. create 250k accounts or transfer 10k accounts), use the Data Loader. An administrator can save mapping using the Data Loader and even schedule jobs on a local server.

Describe the capabilities of the Data Loader.

The Data Loader is used to manipulate Salesforce data via the API, and can load up to 5 million records per job. It can also be run from command line (this allows Data Loader jobs to be scheduled on servers).

Which features will the Data Loader support? a. Import fewer than 50k records. b. Schedule imports. c. Load 50k - 5 MM records. d. Be alerted to duplicates. e. Update, upsert, export, or delete data. f. Load all objects. g. Save mappings for later use. h. Choose whether or not to trigger workflow.

The Data Loader will support the following: b. Schedule Imports. c. Load 50k - 5 MM records. e. Update, upsert, export, or delete data. f. Load all objects. g. Save mappings for later use.

Data Loader

The data loader is purely a data manipulation tool. It gives the administrator a great deal of flexibility (almost all objects and data can be accessed) but provides little to no guidance in how to achieve a specific task (e.g. using the Import Accounts & Contacts wizard will automatically establish the relationship between an imported contact and an account; this relationship needs to be established within the data via a Salesforce ID or an External ID when using the data loader). As of the Summer '15 Release, the Data Loader is now available for Windows and Mac (previously not available for Mac). Where to get the Data Loader: 1. Navigate to Setup -> Data Management -> Data Loader 2. Download & Install

Identify the statements that are true about the deactivation of a user. (Select all that apply) a. All records associated to the user are deleted from Salesforce. b. The user can continue to access Salesforce with his credentials. c. The integrity of historical data is maintained. d. The user is prevented from accessing Salesforce. e. Deactivation frees up a Salesforce user license.

The integrity of historical data is maintained. The user is prevented from accessing Salesforce. Deactivation frees up a Salesforce user license.

Describe the capabilities of the import wizards.

The standard import wizards can be used to import up to 50,000 leads, accounts, contacts, solutions, and custom object records per job.

What is an important thing to keep in mind when using the Data Export Service to backup or archive Salesforce data?

The zip files of CSVs of all of your Salesforce data are deleted after 48 hours after creation, regardless of whether they are downloaded or not.

Data Import Wizard

This is a general-use wizard and can import records into the following objects: • Accounts • Contacts • Leads • Solutions • Custom Objects

Import Accounts & Contacts

This wizard is specifically designed to accept pre-formatted data from common contact data sources (Outlook, Gmail, LinkedIn, etc.). Individual users (with permissions) can import up to 500 records during each session. Administrators can import up to 50,000 records during each session.

Data Manipulation Wizards

Tool: *Mass Transfer Records* Affect: Changes record ownership (e.g. transfer 100 leads from one user to another user). Available Objectives: Leads, Accounts, Service Contracts, Custom Objects --------------------------------------------------------------- Tool: *Mass Delete Records* Affect: Deletes records. Available Objective: Leads, Accounts, Activities, Contacts, Cases, Solutions, Products --------------------------------------------------------------- Tool: *Mass Transfer Approval Requests* Affect: Transfers pending approvals from one user to another (e.g. someone leaves the company, transfer all pending approvals to their supervisor). Available Objective: None --------------------------------------------------------------- Tool: *Mass Reassign Account Teams* Affect: Add, remove, or replace members within an account team. Available Objective: Account Teams --------------------------------------------------------------- Tool: *Mass Reassign Opportunity Teams* Affect: Add, remove, or replace members within an opportunity team. Available Objective: Opportunity Teams --------------------------------------------------------------- Tool: *Mass Update Addresses* Affect: Used to standardize variances in the country and state fields (e.g. transform all instances of "Ohio" to "OH"). Available Objective: Address fields on accounts, contacts, contracts, leads. --------------------------------------------------------------- Note that many standard objects are not supported by several of the wizards. For instance, you cannot mass transfer opportunities (although the account transfer wizard will allow you transfer opportunities related to an account).

Describe the capabilities of other data manipulation wizards.

Tools exist to mass transfer records, mass delete records, mass transfer approval requests, and mass update addresses. Not all tools can be used with all objects.

If the Salesforce ID of a record being imported is the same as the Salesforce ID of a record already in Salesforce, it will be treated as a duplicate. a. True. b. False.

True

Explain how to use the upsert function of the Data Loader in conjunction with an external ID field.

Upsert can be used in conjunction with external IDs to keep relationships from data within external systems intact when importing or manipulating data in Salesforce.

One sales rep leaves your company, and another sales rep joins the company. All account records owned by the previous sales rep should be transferred to the new sales rep. The number of accounts to transfer is less than 200. What is the easiest way to accomplish this? A. Use the Import Accounts/Contact wizard. B. Use the Mass Transfer Records wizard. C. Use the data loader to extract and then update the account records. D. When deactivating the old user, select the transfer records option.

Use the Mass Transfer Records wizard.

The sales team wants to prevent sales reps from entering an opportunity close date more than 1 year from today's date. Instead of pushing the close date this far, the opportunity should be marked as Closed/Lost and the account revisited in one year. How should this be enforced? A. Opportunity Stage Configuration. B. Opportunity Settings. C. Validation Rule. D. Page Layout.

Validation Rule

Describe the capabilities of validation rules, and common use cases.

Validation rules are used to conditionally prevent a record from being saved, and are used to enforce data quality.

Data Manipulation Tools: dataloader.io

Web-based tool with similar functionality to the Data Loader.

Which of the following statements are true about importing data using the Import Wizard? (Select all that apply) a. You can import accounts, contacts, leads, solutions, and custom objects using the Import Wizard. b. You can work with both records of data and metadata. c. Standard users can import tup to 50k accounts or contact records at a time. d. Standard users can import up to 500 account or contact records at a time.

You can import accounts, contacts, leads, solutions, and custom objects using the Import Wizard. Standard users can import up to 500 account or contact records at a time.