Managing Data

Importing Data: Data Import Wizard

The data import Wizard provides a unified interface through which you can import data for accounts and contacts, leads, solutions, and custom objects

` `

  • Use the same wizard for all available objects

` `

  • Choose what to do with imported data

` `

  • Drag & drop import files

Setup | Data Management | Data Import Wizard

Import files:

` `

  • Has value separated by comma

` `

  • Appears differently in text document and spreadsheet

Preparing the Import File:

` `

  • Checking data meets system and custom data validation requirements

` `

  • Resolving any duplicate records

` `

  • Removing blanks and empty spaces

` `

  • Running spell checks

` `

  • Renaming column headers to match the field names in salesforce

` `

  • Applying consistent standards for data formats

Additional Import File Considerations

Points of Consideration

Data Import Wizard

Data Validation

Import values should satisfy data validation rules

Universally required fields (New Records)

Unmapped required fields will generate an error

Owner Field (New Records)

If blank, importing user is set as owner

Currency Field (New Records)

An unmapped currency field will generate an error

Picklist Values

All values in any picklist field should also exist in salesforce

Matching Fields & Duplicates

Matching New Information to Existing Records

` `

  • Needs to ensure that existing records are being matched to the correct new info using the Salesforce record ID

` `

  • This ID is a unique identifier generated by SFDC when a new record is created

The SFDC record ID can be obtained from:

` `

  • Record URL

` `

  • Reports

` `

  • A data loader export file

Data Import Wizard

Apex Data Loader

< 50K records

>50K records

Prevent duplicates

Objects as products or opportunity

Choose whether or not to trigger workflow

Schedule imports

 

Save mapping for later use

 

Export or delete data

Data Import: Best Practices

` `

  • Create any necessary fields prior to the import

` `

  • Clean up data prior to import

` `

  • Export any necessary record ID fields

` `

  • Prepare and upload a test batch

` `

  • Do not perform updates to existing records during normal business hours

` `

  • Turn off workflow rules before running any import, update or upsert operation

` `

  • com: gives access to millions of contracts from Data.com connect and company records from D&B providing an easy way to find new customers and clean data

` `

  • Premium Prospector and Corporate Prospector users Can:

    ` `

    • Add new accounts, contacts, and leads to SFDC

    ` `

` `

  • Data.com clean:

    ` `

    • Offers automated cleaning of records in Salesforce

    ` `

    • Purchased for every salesforce user

    ` `

` `

Data.com premium prospector user can use automated jobs to clean DB records linked to accounts & leads

Adding Records from Data.com:

` `

  • Search for records on the Data.com tab using basic criteria

` `

  • Use additional filters to narrow your results

` `

  • Select the records you want and add them to Salesforce, or export to a file

Adding or exporting records requires a Data.com license

Adding Contacts to Existing Accounts:

` `

  • From an existing account record in SFDC, users can change on the page

` `

  • Find contacts in Data.com to add

Note: Prospector users may also use Salesforce1 to get contacts on their mobile devices

Accessing Prospecting Insights for Accounts

` `

  • From an existing account record in SFDC, users can “Prospecting Insights”

` `

  • Access prospecting Insights: company, competitive, and industry details

Data.com duplicate management: helps maintain clean and accurate data

` `

  • Control whether and when users can create duplicate records

` `

  • Customize the logic used to identify duplicates

identifyduplicates

Note: Duplicate management uses Data.com technology, but does not require a Data.com license available for accounts, contacts, leads and custom objectsCustomize the logic used to identify duplicates

Duplicate Management is turned on by default for all new organizations for accounts, contacts, and leads.

Setting up Duplicate Management: setup | Data.com Administration | Duplicate Management

` `

  • Create or edit duplicate rules, and activate them

` `

  • Create or edit custom matching rules, and activate them

` `

  • Create custom report types for duplicate record reports

Setup | Customize | Social Media | Social Accounts, Contacts, and Leads

Mass Transferring  Records

` `

  • The Mass Transfer tool is used to transfer records in bulk

` `

  • Depending on the object, admin ahs an option to transfer related records as well

Deactivating a user:

` `

  • User records cannot be deleted from Salesforce, but user can be deactivated

` `

Backup Options:

` `

  • Weekly data export service:

    ` `

    • Obtain a complete set of salesforce data for archiving

    ` `

    • Process is automated

` `

  • Data Export Service:

    ` `

    • The data export service is an automated way of receiving a zip file of CSVs of all of your salesforce data. The data export service:

      ` `

      • Is available within the application

      ` `

      • Emails you when the zip files are ready

    ` `

ZIP Files are deleted after 48 hours, regardless of whether or not you have downloaded them

Mass Delete records: admins can delete standard object records that meet specific criteria using the Mass Delete tool (Setup | Data Management | Mass Delete Records)

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 to users with the “Modify All Data” permission