1. Chapter 5 Data Management

2. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 2 Objectives By the end of the module, you should understand the fundamentals of data management including:  Explain typical data management operations.  Describe typical use cases for inserting system fields.  List the ways to obtain record IDs.  Perform mass transfer of records.  Describe External IDs.  Explain the basics of object relationships.  List available tools to perform data management operations.  Use the Data Loader to perform data management operations.  Define the Bulk API and its use cases.

3. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 3 Data Management Operations  Data Management:  Is an on-going process.  Is not a one-time task.  Various data management operations include:  Exporting data  Deleting data  Inserting data  Updating data  Upserting data

4. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 4 Exporting Data  Data can be exported from Salesforce into a set of CSV files.  Data is exported to:  Create backups.  Get reference IDs for records.

5. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 5 Deleting Data Data can be deleted Salesforce using the deleting data operation. This operation is used to: Free up the space used by out of date data or bad data. Fix mistakes. On deletion, data is moved to the Recycle Bin.

6. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 6 Inserting Data The inserting data operation can be used to load data into Salesforce: This operation can be used for: Initial Salesforce setup. Migrating data from legacy systems. Load data to sandbox.

7. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 7 Inserting System Fields Salesforce allows the use of Inserting System Fields feature to set the system fields. Inserting System Fields: Works only at the time of setting a record’s system fields. Are accessible only through the API-based management tools. Works for all custom objects. Restricted to Account, Opportunity, Contact, Lead, Case, Task, and Event standard objects.

8. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 8 Updating Data The updating data operation is used for: Add data to existing records. Transfer ownership of records to a different user. Salesforce record IDs are required to perform this operation.

9. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 9 Salesforce Record IDs Salesforce record ID is: An ID value generated by Salesforce when a new record is created. A unique identifier of the record. Analogous to a primary or foreign key field in a database table. a00D0000005iTiZ Identify the object Unique for the Record Salesforce.com record IDs exist in two forms: The 15-digit case sensitive form. For example: 005E0000000KF38  The 18-digit case insensitive form. For example: 005E0000000KF38iaG When working with a case-insensitive tool, the 15-digit case sensitive ID may list duplicate records.

10. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 10 Ways to Access Record IDs Introduction You can access record IDs in four ways:  From a URL  From a report  Through the SOAP-based Web Services API  Through formulas URL Report SOAP-based Web Services API Formulas

11. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 11 Ways to Access Record IDs URL Report SOAP-based Web Services API Formulas

12. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 12 Ways to Access Record IDs Report  In a report, record IDS for all records are displayed in a separate column.  Reports return the 15 digit-ID. URL Report SOAP-based Web Services API Formulas

13. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 13 Ways to Access Record IDs SOAP-based Web Services API All record IDs are obtained when records are extracted using the Web services API. URL Report SOAP-based Web Services API Formulas

14. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 14 Ways to Access Record IDs Formulas You can access record IDs by creating a formula. URL Report SOAP-based Web Services API Formulas

15. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 15 Mass Transferring Records To transfer records, following permissions are required: “Transfer Record” or “Transfer Lead”. “Edit” on the specified object. “Read” on the records being transferred.

16. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 16 Upserting Data Migrate new and existing records from a legacy system to Salesforce. Upsert data operation is useful to identify duplicate entries for the same ID. This operation uses Salesforce ID or an external ID to create a new record or update an existing record as follows: If the ID is not matched, a new record is created. If the ID is matched once, the existing record is updated. If the ID is matched multiple times, an error is reported.

17. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 17 External IDs External IDs are useful while migrating data or integrating data between legacy system and Salesforce. External ID: Is a flag that can be added to a custom field. Can be created for any custom field of type text, number, or email. Each object can have up to three external IDs.

18. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 18 Upsert with Object Relationships Relationships exist between objects. Object relationships affect the order in which data can be managed. Relationships are expressed through: Related lists and lookups in the application. Foreign keys or IDs in the database. The upsert function allows to load data with their relationships using the external IDs.

19. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 19 Steps to Load Data Object relationships introduce data dependencies. Dependencies dictate the order of data load.

20. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 20 Tools for Data Migration Data can be migrated into Salesforce using:  Import Wizards, or  Web services API

21. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 21 Import Wizards Are easy to use Can be used to load up to 50,000 records. Load accounts, contacts, leads, solutions, or custom objects.

22. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 22 API-Based Tools Load any object supported by the API Load more than 50,000 records Schedule regular data loads such as nightly feeds Export data for backup Delete multiple supported objects at the same time Tools that function through Web services API include; Data Loader Partner Tools Custom-built tools Open Source tools

23. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 23 Data Loader Data loader:  Is a Salesforce product.  Supports data import from and export to a CSV file.  Supports data load from and export to a database through JDBC.  Supports custom relationships for upsert.  Can be run from command line.  Can be run in batch mode.

24. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 24 Obtaining the Data Loader The Data Loader:  Can be downloaded by System Administrators.  Is available in UE, EE, and DE orgs.

25. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 25 Other Available API Data Management Tools Additional Data Management tools can be obtained from http://developer.force.com.

26. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 26 Data Loader and Import Wizard Universal Containers need to load legacy data into the Recruiting App. There are around 100 records and no data has been added to the new Recruiting App. ConsiderationsImport WizardData Loader Number of Records Object Support

27. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 27 Bulk API The Bulk API:  Is used to load high-volume data.  Is optimized to perform insert, update, upsert, or delete operation on large number of records.  Improves throughout when loading large data sets due to parallel processing.  Can be monitored by navigating to Jobs in the Monitor section of the Setup menu.

28. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 28 Working of the Bulk API The whole data is set managed in a job that can be monitored and controlled from Setup menu. Data is transferred at full network speeds, reducing dropped connections. The data ser can be processed faster by allocating multiple servers to process in parallel.

29. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 29 Using Data Loader with the Bulk API Data Loader uses SOAP-based Web services by default. To use the Bulk API, enable the Bulk API option. Salesforce provides an additional serial mode for Bulk API. With serial mode, batches can be processed one at a time. Hard deletes can be performed using the Hard Delete.

30. www.TechnologyOnCloud.com – The Best & Most Convenient Way to Learn Salesforce.com 30 Summary Data management is an on-going process. Data management operations include exporting, inserting, updating, upserting and deleting data. Salesforce generates an ID value when you create a new record and add data. Data can be managed either using the import wizards, or through the API. API-based tools, like the Data Loader, can load data into any object that is supported by the API. Bulk API can be used to load large volumes of data.s