Data Management

Which are the different methods of transferring records

1) Transfer a single record : Accounts, campaigns, cases, contracts ,leads and custom objects 2)Transfer multiple records : Selecting records from list view and changing ownership Cases,leads and custom objects 3)Mass transfer :Accounts, leads and custom objects

What Is Imported for Leads?

1)Importing Leads with Matching Types : Choosing a matching type sets the criteria for avoiding duplicate leads. For example, if you're matching by email and a lead in your source file has the same email as a lead in Salesforce, that lead is updated in Salesforce. If you aren't matching by email and a lead in your source file has the same email as a lead in Salesforce, a lead is created. 2)Importing Leads Without Matching Types : If you choose a matching type of "None" in the Data Import Wizard, for each lead in your import file, the Data Import Wizard creates a lead in Salesforce. You can merge leads after they are importedz

What are the settings which are not available in bulk api

1)Insert null values This option enables Data Loader to insert blank mapped values as null values during data operations when the Bulk API is disabled. Empty field values are ignored when you update records using the Bulk API. To set a field value to null when the Use Bulk API option is selected, use a field value 2) Allow field truncation This option directs Data Loader to truncate data for certain field types when the Bulk API is disabled. A load operation fails for the row if a value is specified that is too large for the field when the Use Bulk API option is selected

What Is Imported for Person Accounts?

1)Matching by Name :This type of matching is not case-sensitive. For example, names that begin with a capital letter are matched with the same name that begins with a lowercase letter 2)Matching by Salesforce ID:A Salesforce ID is a system-generated, case-sensitive string of 15 or 18 letters and numbers that uniquely identifies each Salesforce record. When you select this option, the Data Import Wizard detects existing records in Salesforce that have the same Salesforce ID. You can obtain Salesforce IDs by running reports that include the ID field of the record. 3)Matching by Email 4)Matching by External ID

What are the fields excluded from exports

Formula and roll-up summary fields are always excluded from exports. If your org uses divisions, data from all divisions is included in the export

Scheduled export option

The Schedule Export option allows you to schedule the export process for weekly or monthly intervals. If you're scheduling your export, select the frequency (only available for orgs with monthly exports), start and end dates, and time of day for your expor

What permissions do I need to import records? Data Loader

"Read," "Create," "Edit," and "Delete" on the objects • "API Enabled" • "Bulk API Hard Delete" (only if you configure Data Loader to use Bulk API to hard-delete records)

How many records can you mass delete

250

How many records can you mass delete at a time

250

How many duplicate rules are allowed per object

5

Matching Rules

A matching rule is made up of individual fields that are assembled into an equation. Each field contains matching criteria that tell the rule how to compare the fields and what conditions need to be met for the specific field to be considered a match. After a matching rule is activated, one or more match keys are automatically created and applied to existing records. (Also known as indexing, this process improves performance and returns a better set of match candidates because the matching rule is only looking for duplicates among records with the same match key.) When the matching rule is run, it compares the record's match keys against those for existing records. Then, for records that share the same match keys, the matching rule uses matching algorithms to compare fields and determine how closely the fields, and ultimately the records, match. If two records' don't share the same match keys, they are not considered duplicates and the matching algorithms will not even be applied to them.

What are the permissions you need for dataloader

API Enabled" AND The appropriate user permission for the operation you are doing, for example, "Create" on accounts to insert new accounts AND "Bulk API Hard Delete" (only if you configure Data Loader to use Bulk API to hard-delete records)

Which are the objects data import wizard can import

Accounts • Contacts • Leads • Solutions • Custom Objects

What can you not mass delete

Accounts and contacts associated with cases contacts enabled for self service and their associated accounts partner accounts that have partner users products on opportunitites cannot be deleted

What can you not import using data import wizard

Asset cases campaigns contracts documents opportunities products

Which data can I import using data import wizard

Campaign Member status Contacts and business accounts Person accounts Leads Solutions Custom objects

Which all data can you mass delete

Cases solutions accounts contacts leads products activities

What can you do with data import wizard

Catches duplicate Option to turn of workflow

What is dataloader

Client application for bulk import or export of data

Duplicate Rules

Duplicate rules are used to control whether and when you can save duplicate records within Salesforce. Duplicate rules tell Salesforce what action to take when you attempt to create a duplicate record. Each duplicate rule requires at least one matching rule to identify which existing records are possible duplicates. You can configure your duplicate rule to do something when a record is created and edited. However, the rule only runs for edited records if the fields being edited are included in the associated matching rule.

What are record id's

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

What happens when you enable bulk api with dataloader

Enabling the Bulk API in Data Loader allows you to load or delete a large number of records faster than using the default SOAP-based API One important difference is that it allows you to execute a hard delete if you have the permission and license

What can you not do with data import wizard

Export data Import opportunities

Data import on formula fields

Formula fields cannot accept imported data because they are read-only.

Why might there be a delay in importing my file?

In order to manage the volume of imports and ensure that all users receive the highest level of performance, organization import files are accepted in "asynchronous" mode. This means that your file passes through a controlled queue and will be imported when the system can best manage the data, however your organization import will not take longer than 24 hours to complete. You will receive a notification email when the import is complete.

How many records can a dataloader load

More than 50,000

When do you use dataloder

Need to load more than 50,000 records 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

Can you mass delete option for custom objects

No Use dataloader to mass delete custom objects

Can I import into fields that are not on my page layout?

No. You can import values into a field only if you have read and edit access. Field access is determined by user permissions, page layout assignments, and field-level security settings.

Can I import into fields that are not on my page layout?

No. You can import values into a field only if you have read and edit access. Field access is determined by user permissions, page layout assignments, and field-level security settings

Which are the associated items that are transferred while transferring leads

Open activities

Duplicate rules are not available

Opportunities and Person Accounts, are not currently supported.

Duplicate rules don't run when:

Records are created using Quick Create. - Leads are converted to accounts or contacts and your organization doesn't have the "Use Apex Lead Convert" permission. - Records are restored with the Undelete button. - Records are added using Lightning Sync. - Records are manually merged. - A Self-Service user creates records and the rules include conditions based on the User object. - Duplicate rule conditions are set for lookup relationship fields and records with no value for these fields are saved. For example, you have a condition that specifies a duplicate rule only runs when Campaign DOES NOT CONTAIN 'Salesforce'. Then, if you add a record with no value for the Campaign field, the duplicate rule doesn't run.

Create Custom Report Types for Duplicate Record Reports

Records identified as duplicates by duplicates rules that include the report action. • Records that were manually added to the Duplicate Record Set object.

which reports can you not mass delete

Reports attached to dashboards, scheduled or used in reporting snapshots

Data import on 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 transferring accounts, you can

Select Transfer open opportunities not owned by the existing account owner to transfer open opportunities owned by other users that are associated with the account. • Select Transfer closed opportunities to transfer closed opportunities associated with the account. This option applies only to closed opportunities owned by the account owner; closed opportunities owned by other users are not changed. • Select Transfer open cases owned by the existing account owner to transfer open cases that are owned by the existing account owner and associated with the account. • Select Transfer closed cases to transfer closed cases that are owned by the existing account owner and associated with the account. • Select Keep Account Team to maintain the existing account team associated with the account. Deselect this checkbox if you want to remove the existing account team associated with the account. • Select Keep Opportunity Team on all opportunities to maintain the existing team on opportunities associated with this account. Any opportunity splits are preserved, and split percentages assigned to the previous owner transfer to the new one. If this box is unchecked, all opportunity team members and splits are deleted when the opportunity is transferred.

Data Loader currently does not support the extraction of attachments. As a workaround, we recommend that you use the weekly export feature in the online application to export attachments.

TRUE

Can I do simultaneous imports with data import wizard

The Data Import Wizard does not support simultaneous—or concurrent—data import jobs. You must finish one data import before beginning the next.

What is export now option

The Export Now option prepares your files for export immediately. This option is only available if enough time has passed since your last export

Is exporting back up data present for sandbox

The data export service isn't supported in sandboxes. You can request an export in your sandbox, but the export doesn't get processed and doesn't complete. The only way to remove the export request after it's been queued is to refresh your sandbox.

Can I import data in more than one language?

The import wizard imports one language at a time, the language of the user doing the import. If you have the same data in different languages, run an import for each additional language

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

How do I update fields with blank values?

To replace fields with null values, you must use Data Loader. 1. Choose Start > All Programs > Salesforce > Data Loader > Data Loader to open Data Loader. 2. Click Export and complete the wizard. When the operation finishes, click View Extraction. 3. Click Open in external program to open your data in Excel. Blank out the fields you want to update. 4. In Data Loader, choose Settings > Settings, and select Insert null values. Click OK to save your settings. 5. Click Update and follow the wizard to reimport your data.

Who can import campaign members?

To update campaign member statuses via the Data Import Wizard: Marketing User selected in your user information AND To update campaign member statuses via the Data Import Wizard: "Read" on contacts OR "Import Leads" AND "Edit" on campaigns

Which are the 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

Permissions needed to transfer multiple cases\leads

Transfer leads or transwer records and edit on leads\cases

What happens to undoing an import with mass delete

Undoing an import with Mass Delete is based on the creation time of the new records and the alias of the user who did the import Because of this, Mass Delete may also find records that were created manually by that same user during the same time period

total matching rules are allowed (both active and inactive).

Up to 100

total active matching rules are allowed.

Up to 25

active matching rules are allowed per object.

Up to 5•

How many matching rules

Up to three matching rules are allowed per duplicate rule, and each matching rule must be of a different object

Which are the two ways in which you can use a dataloader

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

permission for mass transfer

Users with modify all data and modify all permission on the given object can transfer any records

Can I import data into a picklist field if the values don't match?

We recommend that you import your data into an existing picklist when that picklist accurately represents your data, even if the exact values don't match. The import wizards warn you before importing any new picklist values. However, the wizards accept any value for a picklist field, even if the value isn't predefined. Your administrator can later edit the picklist to include the needed values. Note that the import wizards don't allow you to import more than 100 new picklist or multi-select picklist values for any field during a single import

Can I import data into a picklist field if the values don't match?

We recommend that you import your data into an existing picklist when that picklist accurately represents your data, even if the exact values don't match. The import wizards warn you before importing any new picklist values. However, the wizards accept any value for a picklist field, even if the value isn't predefined. Your administrator can later edit the picklist to include the needed values. Note that the import wizards don't allow you to import more than 100 new picklist or multi-select picklist values for any field during a single import.

What is an external ID?

When importing custom objects, solutions, or person accounts, you can use external IDs to prevent the import from creating duplicate records. 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 Data Import Wizard detects existing records in Salesforce with external IDs that match those in the import file. This operation is not case-sensitive. For example, "ABC" is matched with "abc". However, if the external ID field also has the case-sensitive Unique attribute, uppercase and lowercase letters aren't considered identical.

What is an external ID

When importing custom objects, solutions, or person accounts, you can use external IDs to prevent the import from creating duplicate records. 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 Data Import Wizard detects existing records in Salesforce with external IDs that match those in the import file. This operation is not case-sensitive. For example, "ABC" is matched with "abc". However, if the external ID field also has the case-sensitive Unique attribute, uppercase and lowercase letters aren't considered identical

What status is assigned to campaign members?

With the Data Import Wizard, you can map a column in your import file to the Status field. Blank or invalid status values are set to the default status.

What are the two options under manage members for campaigns

You can access the Data Import Wizard from any campaign detail page. Click Manage Members and select one of these options. • Add Members - Import File—Add contacts, leads, or person accounts to the campaign. • Update Members - Import File—Update the statuses of campaign members.

Exporting Backup Data

You can generate backup files manually once every six days (for weekly export) or 28 days (for monthly export). You can also schedule backup files to generate automatically at weekly or monthly intervals.

Are there size restrictions on my import data?

Your import file can't exceed 100 MB, and each record in the file can't exceed 400 KB imported note and each imported description can't exceed 32 KB. Descriptions longer than 32 KB are truncated

When you mass-delete products,

all related price book entries are deleted with the deleted products.

When you delete activities, requested meetings

aren't included in the mass-delete until they are confirmed and automatically converted to events.

duplicate record sets are visible to only

but the administrator can grant visibility to other users

If you're deleting products

check Archive Products if you also want to delete products that are on opportunities. Check this option to: • Delete products that are not on opportunities and move them to the Recycle Bin. • Archive products that are on opportunities. These products are not moved to the Recycle Bin and cannot be recovered. Leave this box unchecked to delete only those products that are not on opportunities. Selected products that are on opportunities will remain checked after the deletion to indicate they were not included in the deletion.

Can I import amounts in different currencies?

currencies, you can import amounts in different currencies using the Currency ISO Code column in your import file.

What are the objects that you can mass delete

delete contacts, accounts, leads, and solutions that were added during import. • Existing records that were merely updated during import will not be deleted or cleaned up

Duplicate rules are available

for accounts, contacts, leads, and custom objects

Permissions needed to transfer campaigns

marketing user

matching rules can be activated or deactivated at a time.

p to 5

If you're saving multiple records at the same time and your duplicate rules are set to Block or Alert,

records within the same save aren't compared to each other; they are only compared with records already in Salesforce. This behavior doesn't affect the Report action, and duplicate record sets include records that match other records in the same save.

If you're mass deleting accounts

specify whether you want to delete accounts with attached closed/won opportunities or attached opportunities owned by other users.

When a user attempts to save an edited record,

the record is first checked to see if the user has changed the value of a matching rule field. If so, the duplicate management process works as described for new records. If not, no further action is taken and duplicates are not detected.

When a user attempts to save a new record in duplicate management

the record is first compared with existing Salesforce records to identify possible duplicates (1). The criteria used to compare records and identify the possible duplicates are defined by a matching rule. Next, a list of possible duplicates is returned (2). What happens when the record being saved is identified as a possible duplicate depends on what's defined in the duplicate rule (3). For example, the duplicate rule could block users from saving the possible duplicate record or allow them to save it anyway. Both the Block and Allow options include an alert, which tells users why they can't save the record and what they need to do. The Allow option includes the ability to report on the duplicate records

Accounts and contacts associated with cases cannot be deleted.

true

Data Loader doesn't support nested queries or querying child objects.

true

Only 1 lookup relationship field is allowed per matching rule.

true

Only reports in public report folders can be mass-deleted.

true

Products on opportunities cannot be deleted, but they can be archived.

true

When you delete a record, any associated records that display on that record's related lists are also deleted

true

You can't mass-delete reports that are attached to dashboards, scheduled, or used in reporting snapshots.

true

Can I import amounts in different currencies?

your Group, Professional, Enterprise, Unlimited, Performance, or Developer Edition organization has set up the ability to use multiple currencies, you can import amounts in different currencies using the Currency ISO Code column in your import file.

what doesnt mass delete remove

• Mass delete does not remove notes that were added to existing records during import

Data import on picklists

• New Values for Picklists and Multi-Select Picklists—If you import a picklist value that doesn't match an existing picklist value: o For an unrestricted picklist, the Data Import Wizard uses the value that's in the import file. o For a restricted picklist, the Data Import Wizard uses the picklist's default value.

Permissions required for Mass delete records

• Only administrators and users with the "Modify All Data" permission can mass delete records.

Use import wizards when

• You are loading less than 50,000 records. • You want to prevent duplicates by uploading records according to account name and site, contact email address, or lead email address.