G. Salesforce ADM Exam: Data Management (8%)

Your CIO has approached you with a request to integrate Salesforce with another system that is used for Human Resources data. A new field is needed on the Contact Object in Salesforce that will hold the corresponding unique ID field from the Human Resources system. Which of the following types of fields would be best to accommodate this request? A. Text Field with External ID checked B. Text field C. Number field D. URL Field

A You would need an External ID field, which can be signified on a few different types of fields in Salesforce, such as Text and Number, to name a few.

In which of the following scenarios can a Validation Rule fire, thus helping prevent bad data from entering your Salesforce org? (select 3) A. During the initial creation of a record B. During the manual update of a record C. During a mass import from the Data Loader D. During the creation of a Chatter post

A,B,C Validation rules do not fire on Chatter posts, but are fired during initial creation and update of records in Salesforce - either manually, or in bulk.

To help prevent duplicates, Salesforce provides Standard Matching Rules for which objects? (select 3) A. Leads B. Contacts C. Accounts D. Opportunities E. Cases

A,B,C, There are standard matching rules for Accounts, Contacts and Leads, which can be activated and customized. You can also create additional matching rules for other objects, to assist with preventing duplicates in Salesforce.

When mass-transfering accounts, what other related records are also transferred at the same time? (select 4) A. Open Activities B. Attachments C. Cases D. Open Opportunities owned by the current owner E. Leads

A,B,C,D When transferring accounts, the associated items that are also transferred are Contacts (on business accounts only), attachments, notes, open activities, open opportunities owned by the current account owner, and optionally, closed opportunities and open opportunities owned by other users. You may also optionally transfer open and closed cases that were owned by the account owner.

Which of the following scenarios would potentially result in data loss? (select 2) A. Changing the data type of a field to a Number field from a Text field B. Changing the data type of a field from a Number field to a Text field C. Changing the data type of a field from a Checkbox to a Picklsit field D. Changing a picklist field to a Multi-Select Picklist field and keeping the available picklist options the same

A,C There are many scenarios in which you can experience data loss when changing a field's field type. Going from a picklist to a multi-select picklist won't wipe out existing data. Also, going from a Number to Text will be ok because numeric values can be displayed and represented in text fields. Think through the various scenarios logically and test some of them out in your own org

When are Data Validation Rules fired in Salesforce? (select 2) A. Before a new record is saved B. After a new record is saved C. Before an existing record is updated D. After an existing record is updated E. All of the above F. None of the above

A,C Validation rules fire before a record is inserted or updated in Salesforce

What functionality is available when utilizing the Data Export feature under Data Management in the Setup menu? (select 3) A. Schedule a recurring export weekly B. Schedule a recurring daily report C. Schedule a recurring export monthly D. Include all data

A,C,D You can schedule a weekly or monthly export from the Data Export feature, but you cannot schedule a daily export. You can also select to export all data from the Data Export feature.

The Chief Technical Officer has requested that all data records out of Salesforce be backed up weekly. What standard functionality does Salesforce provide to accommodate this request? A. Time-Based Workflow B. Data Export C. Reporting Scheduling D. Dynamic Dashboards

B The Data Export function can export all records out of your Salesforce instance weekly (free developer accounts only support a monthly export). You can include all objects, and Salesforce will export all of the records into separate .csv files, by object. You can schedule these exports as frequently as weekly.

You have received a list of 25,000 lead records, which you suspect contain a high percentage of duplicate records. What is the best tool to use to import these records, and avoid introducing duplicates into your system? A. Data Export B. Data Import Wizard C. Data Loader D. Custom Visualforce Page

B The Data Import Wizard can handle the importing of up to 50,000 Lead records at a time, and has some duplicate matching and blocking capabilities.

You have been tasked with importing hundreds of cases into Salesforce. Which Data Import tool will be able to fulfill this requirement? A. Mass Import Cases B. Data Loader C. Data Import Wizard D. None of the above

B The Data Import Wizard can import Accounts, Contacts, Leads and Solutions, along with Custom Objects. It cannot import Cases, therefore the Data Loader will need to be used.

Which tool can perform mass deletes in Salesforce? A. Data Import Wizard B. Data Loader C. Excel Connector D. Lightning Sync

B The Data Loader can handle the mass deletion of records.

You are tasked with mass updating 200 lead records to change the Lead Source value on them. How can you perform these changes to all 200 records all at once? (select 2) A. Create a workflow rule to force the update of the Lead records B. Export the Lead Records, update the Lead Source and then import the records back into Salesforce using the Data Loader C. Create a process to update the Lead Source records D. Create a List View and set it to display 200 records at a time and then update all 200 Lead records via inline editing from the list view to make an update

B, D Workflow Rules and Processes could theoretically accomplish this, but you would have to perform some sort of edit on one record at a time in order for the Lead Source field to update on each. You could add a checkbox field on the Lead object called Update and mass-check that checkbox on the 200 records and then have the workflow or process fire based on that checkbox firing, followed by the action of the field update for the Lead Source, but that is more involved than just exporting using the Data Loader and then reimporting the update. The easiest way is via the List View option, as long as all of the Lead records have the same record type (you can't do mass inline editing from a list view if the records in the list view are of different record types).

You find yourself needing to delete a thousand Lead records that were imported in error. Which Data Management solution could you utilize to accomplish this? (select 2) A. Recycle Bin B. Mass Delete Leads Link C. Data Loader D. List Views E. Import Wizard

B,C The Data Loader can be used to Mass Delete records in Salesforce. Although the Data Import Wizard is able to work with Lead records, it can only be used to add, update or upsert (add and update at the same time) records and cannot be used for deletion purposes. The Recycle Bin is where records go when they are deleted, but can't be used to perform actual record deletions. You can Mass Delete records via a List View, but this requires a custom JavaScript button and all of the records in the List View have to be of the same record type - this isn't supported in Lightning Experience, either, so deleting via List Views is not the best option, although there is technically a more involved way to accomplish this. One final option is that there is a Mass Delete Leads link available to you from the Leads home page, when you click the Leads tab. That's probably the easiest way to mass delete Lead records.

The IT Director has mandated that all records in Salesforce must be backed up weekly. Which Data Management tool can be used to meet this requirement? A. Scheduled Reports B. Force.com IDE C. Data Export D. None, Salesfore cannot be backed up

C The Data Export functionality under Data Management supports the exporting of all data records inside of Salesforce as frequently as Weekly (this is Monthly in the free Developer accounts). Scheduled Reports can be scheduled, but this would be for only one object and would not encompass all Salesforce data. The Force.com IDE is a tool that can export metadata (in other words, the settings, configuration, code, etc. of a Salesforce instance) but cannot export the data records themselves. A common point of confusion is that of data vs. metadata. Consider metadata as those things you would administer and customize via the Setup menu in Salesforce, whereas data would be the individual records that are created by users from within the interface.

Your company has recently acquired another company. You have been tasked with importing the acquired company's account, contact, and opportunity records; each of which exceed 50,000 records each. How would you accomplish this? A. Use the Data Import Wizard and import all of the records at the same time B. Use the Data Loader and import all of the records at the same time C. Use the Data Loader and import all of the account records, then all of the contact records, and then all of the opportunity records D. Use the Data Import Wizard and import all of the account records, then all of the contact records, and then all of the opportunity records

C The Data Import Wizard is not an option for this task, because the number of record involved exceeds 50,000. Additionally, the Data Import Wizard is not able to import Opportunity records. You can also not import records across multiple objects at the same time, so you would need to employ the Data Loader for this task. You would start with the Account records, since the Account would be the parent of both the Contact and Opportunity records. You would likely want to do the Contact records next and the Opportunity records last, because the Opportunities may need to be associated with Contacts on their respective Accounts, such as through Contact Roles.

The VP of Sales informs you that a Sales Executive who owns many account records has just left the company. The ownership of these accounts needs to be changed to the VP of Sales, immediately. What Data Management tool is best for quickly making these ownership changes? A. Data Import Wizard B. Data Loader C. Mass Transfer Records

C The Mass Transfer Records option under Data Management in Setup gives you the ability to Mass Transfer records, such as Accounts in this scenario, from one user to another. This is the quickest and easiest way to accommodate this request, which you will run into frequently. You could use the Data Loader for this and reassign ownership by performing an Update, but you would first have to export the appropriate records and then manually update the exported .csv file for the other user, and then do an import. The Data Import Wizard will also be a painful experience if you try and update existing account records and change ownership. The Mass Transfer option is ideal. You can also get to this functionality via the Accounts tab - look for the Transfer Accounts link under the Tools section at the bottom-right of the screen. Try it out and get familiar with how the mass transfer of records works in Salesforce.

What type of rule does Salesforce make available that helps improve data quality? A. Escalation Rule B. Auto-Response Rule C. Validation Rule D. Workflow Rule

C Validation rules verify that the data a user enters in a record meets the data quality standards you specify before they are able to save the record

The VP of Marketing has purchased a list of 60,000 Leads that need to be imported into Salesforce. Which Data Import tool is best suited for importing these records? A. Data Import Wizard B. None of the above C. Data Loader D. Workbench

C. Data Loader Although the Data Import Wizard can be used to import Lead Records, the maximum number of records which it can import at one time is 50,000. For this scenario, you will want to use the Data Loader, which can handle up to 5 million records per import.

Your company wishes to back up all of their Salesforce records on the first day of each month. Which built in service provided by Salesforce can accommodate this? A. Schema Builder B. Scheduled Report C. Mass Export D. Data Export

D The Data Export service can be used to schedule an export of all of your Salesforce records on a weekly or monthly basis.

The VP of Marketing has purchased a list of 49,000 Leads that need to be imported into Salesforce. Which Data Import tool is best suited for importing these records? A. None of the above B. Workbench C. Data Loader D. Data Import Wizard

D The Data Import Wizard can import up to 50,000 records at one time. It can also accommodate the importing of Lead Records, therefore this is the best selection.

The Marketing Manager has complained that Lead records in Salesforce have inconsistent formatting of phone numbers. What could you utilize on Lead records to enforce consistency with phone number entries in Leads? A. Workflow Rule B. Picklist Field C. Flow D. Validation Rules E. Field Update

D. Validation Rules Validation Rules are helpful in enforcing data quality inside of Salesforce. For example, you could require that all Lead record phone number fields contain 10 numeric characters, as well as utilizing dashes or parentheticals, etc. as needed.

What types of fields can be used as an External ID in Salesforce? (select 3) A. Text Field B. Formula Field C. Number Field D. Email Field E. URL Field

External IDs are used to help integrate another system with Salesforce, and Email fields, Number Fields and Text Fields can be set with a designation of External ID.

True or False: The Data Import Wizard can be used to delete records.

False The Data Import Wizard can be used to import, update or upsert records, but can not be used to delete records.

True or False: A Validation Rule can contain a formula or expression that evaluates the data in one or more fields.

True Validation rules verify that the data a user enters in a record meets the standards you specify before the user can save the record. A validation rule can contain a formula or expression that evaluates the data in one or more fields and returns a value of "True" or "False". Validation rules also include an error message to display to the user when the rule returns a value of "True" due to an invalid value.