Salesforce Data Mgmt (8%)

What are 6 dimensions of data quality?

1. Age - run Last Modified report 2. Completeness - run report that shows blanks 3. Accuracy - install data quality app, compare your records against trusted source 4. Consistency - is the formatting, spelling and language used across records? 5. Duplication - use Duplicate Mgmt features or apps 6. Usage - Use it or lose it! Is your data being harnessed in reports, dashboards, and apps?

What are the steps to using the export wizard?

1. From Setup, enter Data Export 2. Select encoding for export file 3. Include images, documents, etc, if needed 4. Select Replace carriage returns with spaces to have spaces instead of carriage returns or line breaks in your export files. This is useful if you plan to use your export files for importing or other integrations. 5. Select frequency 6. Under Exported Data, select the types of data to include in your export. 7. Click Start Export. Salesforce creates a zip archive of CSV files and emails you when it's ready.

How long are my export files available to download?

48 hrs, after which it will be unavailable.

What record types can you mass delete?

Cases, solutions, accounts, contacts, leads, products, and activities.

What are the native metadata backup options?

Change sets - Copy metadata from your production org to a sandbox or developer org. Sandbox Refresh - By refreshing a related sandbox, your configuration metadata is copied over automatically. Force.com Migration Tool - Java/Ant-based command-line utility for moving metadata between a local directory and a Salesforce org. Force.com IDE - Client application for creating, modifying, and deploying Force.com applications.

What are the native data backup options?

Data Export Service - Manual or scheduled exports of your data via the UI. Data Loader - Manual on-demand exports of your data via the API Report Export - Manual on-demand exports of your data via reports.

What are the 2 main methods for exporting data?

Data Export Wizard and Data Loader.

What are 2 main methods for importing data?

Data Import Wizard and Data Loader. With both methods, the number of records you can import depends on your permissions, the type of data you're importing, and the overall data storage limits for your organization. The type of objects you can import depends on your edition.

How do you improve data quality in terms of data enrichment tools?

Data is obsolete almost as soon as it's entered. That's why it's important to regularly match your data against a trusted source. A number of products in Data Apps on AppExchange help you with this task.

What does it mean to develop a data management plan in terms of workflow?

Determine processes for record creation, reviewing, updating, and archiving. Determine all the stages a record goes through during its life cycle.

What does it mean to develop a data management plan in terms of security and permissions?

Determine the appropriate levels of privacy for data. Make sure to comply with regulatory, legal, and contractual obligations.

What does it mean to develop a data management plan in terms of roles and ownerships?

Determine who owns records, who's accountable for changes to data, and who's notified when there are changes to data.

How do you improve data quality in terms of duplicate managment?

Duplicate records are the bane of any rep's existence! Which record is the right record? You make sure there's one account record for each Gelato customer. Then you use Duplicate Management, Salesforce's built-in duplicate management tools, to prevent duplicates from now on.

When importing data, what should you remember about date/times fields?

Ensure that the format of any date/time fields you are importing matches how they display in Salesforce per your locale setting.

What does it mean to develop a data management plan in terms of formatting dates and money

Figure out how dates and money are represented, i.e., numeric?

When importing data, what should you remember about default values

If you do not map the field in the import wizard, the default value for the field, if any, is automatically inserted into the new or updated record.

When importing data, what should you remember about Picklists and Multi-Picklists?

If you import a picklist value that doesn't match an existing picklist value: For an unrestricted picklist, the Data Import Wizard uses the value that's in the import file. For a restricted picklist, the Data Import Wizard uses the picklist's default value.

What is a Data Loader?

It is a client application that you must install separately. It can be operated either through the user interface or the command line. The latter option is useful if you want to automate the export process, or use APIs to integrate with another system. This application allows you to bulk import or export data in a few simple steps or update data.

What is the Data Export Wizard?

It is an in-browser wizard, accessible through the Setup menu. It allows you to export data manually once every 7 days (for weekly export) or 29 days (for monthly export). You can also export data automatically at weekly or monthly intervals. In Professional Edition and Developer Edition, you can generate backup files only every 29 days, or automatically at monthly intervals only.

Why should I backup my metadata?

Just as it is easy for users to accidentally delete records or modify records, it is also easy for administrators or developers (and users with advanced permissions) to make changes to your configuration settings, such as adding or deleting custom fields, modifying page layouts, deleting or changing reports and dashboards, or modifying custom code. As many of these changes are not reversible, it is important to have a copy of your metadata to fall back on in the event that you need to restore prior settings.

What is bad data linked with?

Lost revenue, inaccurate or missing insights, wasted time, slow info retrieval, reputational damage, etc.

Does weekly or monthly data export include the data which is in Recycle Bin?

No. Recycle Bin data is not included in the exported data.

What does it mean to develop a data management plan in terms of monitoring?

Outline a process for ensuring quality control of data. Determine the frequency, scope, owners, and checks, including ways for updating data, preventing duplicates, merging records, adding records, and archiving records. Determine metrics that can be easily monitored in a dashboard.

What is linked with good data?

Prospect and target customers, cross-sell and upsell, build trust, plan and align territories, etc.

What is metadata?

Refers to all of your configuration settings, such as custom fields, page layouts, reports, dashboards, and custom code like Apex and Visualforce.

What are the ways to restore my data?

Salesforce provides tools like the data loader and the API as a method for customers to manually restore their data. It is important to note the order in which data is restored, so that relationships and the connection to related records can be preserved. Customers can also choose to engage Salesforce Services or a partner to assist them in the restoration of their data, provided they have a copy of that data available. To help customers routinely backup their data, we offer several native options that are available for no additional cost to customers. There are also several third-party options that can be leveraged when a more comprehensive approach is needed.

When importing data, what should you remember about field validation rules?

Salesforce runs validation rules on records before they are imported. Records that fail validation aren't imported. Consider deactivating the appropriate validation rules before running an import if they affect the records you are importing.

When importing data, what should you remember about multi-picklist specifically?

Separate the values by a semicolon in your import file.

What does it mean to develop a data management plan in terms of quality?

Set appropriate standards for data quality, including the ability to measure or score records. Put a value on age, completeness, usage, accuracy, consistency, and duplicates, along with any other quality or value metrics specific to your business.

What does it mean to develop a data management plan in terms of naming?

Set naming conventions for records. Always include suffixes (Inc., Corp.)? Abbreviations?

How do you improve data quality in terms of page layouts?

Some records have a zillion fields that you know your reps aren't using. Ditch 'em! That's right, you remove them from the page layout for your reps. In fact, you create customized page layouts for different kinds of reps and managers across Gelato, to give them the fields they need when they need them. While you're at it, you put the most important, required fields at the top.

When importing data, what should you remember about formula fields?

They cannot accept imported data because they are read-only.

What is the Data Loader?

This is a client application that can import up to five million records at a time, of any data type, either from files or a database connection. It can be operated either through the user interface or the command line. In the latter case, you need to specify data sources, field mappings, and other parameters via configuration files. This makes it possible to automate the import process, using API calls. Data Loader uses the SOAP API to process records. For faster processing, you can configure it to use the Bulk API instead. The Bulk API is optimized to load a large number of records simultaneously. It is faster than the SOAP API due to parallel processing and fewer network round-trips.

What is the Data Import Wizard?

This tool, accessible through the Setup menu, lets you import data in common standard objects, such as contacts, leads, accounts, as well as data in custom objects. It can import up to 50,000 records at a time. It provides a simple interface to specify the configuration parameters, data sources, and the field mappings that map the field names in your import file with the field names in Salesforce.

What format do you need to export the data?

To work with report data in a dedicated tool, such as a spreadsheet, export report data as a Microsoft Excel ® (.xls) or comma-separated values (.csv) file.

When importing data, what should you remember about checkboxes?

Use 1 for checked values and 0 for unchecked values.

What are the things to remember before importing any data?

Use your existing software to create an export file. Clean up the import file for accuracy and consistency. This involves updating the data to remove duplicates, delete unnecessary information, correct spelling and other errors, and enforce naming conventions. Compare your data fields with the Salesforce fields you can import into, and verify that your data will be mapped into the appropriate Salesforce fields. You might need to fine-tune the mapping before starting the import. For details, see Field Mapping for Data Sources in the online help. Make any configuration changes required in Salesforce to handle the imported data. For example, you might need to create new custom fields, add new values to picklists, or temporarily deactivate workflow rules.

How do you improve data quality in terms of validation rules?

Want to make sure that phone numbers follow a particular format? Set up validation rules for any field. Then, when records are saved, the data is checked to make sure that it follows the format. Validation rules are super versatile. For example, to make a standard field required, you can use a this rule to see if the field is blank. You set up validation rules for phone, credit card, and customer ID fields. You also set up validation rules to make standard lead contact info fields required.

How do you improve data quality in terms of dashboards?

Why make your reps and managers wade through the swamp of reports and records? Instead, create simple dashboards to support business objectives. For Gelato, you create a series of dashboards for managers across Gelato to show things like lead assignment and missing campaign data.

Why do I need to backup my data?

With tools like the data loader, it is very easy to mass delete or update records and a simple mistake in your source file or field mapping could spell disaster for your data. It is recommended that you keep a regular backup of your data and to do a manual point-in-time backup before you proceed with any major data project within your org.

How do you improve data quality in terms of workflow rules?

Workflow rules are the magic wand in your Salesforce implementation act. Workflow rules let you automate standard internal procedures and processes to save time across your company. You set up workflow rules so that leads are routed to the nearest rep. You do the same to assign service requests, too. Now Gelato's reps can focus their time on growing business—not assigning records. Their instructions can always be summed up in an if/then statement.

Can you use Data Loader to update data?

Yes.

How do you improve data quality in terms of required fields?

You already know which fields are necessary to support Gelato's business objectives. It's in your data management plan. Make those fields required. For Gelato's leads, you make several custom fields required, including fields related to important dates and industry information. Then leads can be properly scored, assigned, and converted.

What are some things to remember about mass delete?

You can delete up to 250 items at one time. When you delete a record, any associated records that display on that record's related lists are also deleted. Only reports in public report folders can be mass-deleted. You can't mass-delete reports that are attached to dashboards, scheduled, or used in reporting snapshots.

How do you improve data quality in terms of custom field types?

You know the format your company wants to use for dates and currency, so you employ field types on custom fields. You make sure to assign all custom date fields to Type = Date and all custom currency fields to Type = Currency. For fields that have a standard list of values, you use Type = Picklist. And, speaking of picklists, you set up State and Country Picklists. That way, your reps enter addresses by choosing from a standardized list of states and countries.

Under what situation would you want to mass delete files/records?

You've identified multiple reports that are no longer used and you want to unclutter the list of reports on the Reports tab. You imported your leads incorrectly and you want to start over. A user who recently left your company had contacts that were duplicates of other users' data and you want to delete these duplicate contacts. You used to enter leads as accounts with the Type field set to Prospect. You now want to convert these accounts into leads. You want to delete all the leads that have been converted for your org. Select the lead record type, enter Converted equals 1 for the search criteria, and then click Search. You want to clean up web-generated leads that were created incorrectly or delete accounts and contacts with whom you no longer do business.