Please enable JavaScript.
Coggle requires JavaScript to display documents.
DATA MANGEMENT - Coggle Diagram
DATA MANGEMENT
Duplicate Management
When selecting a new Matching Rule within the Dupe, Fuzzy means it will scan for similar entries of that Field. Eg, User enters John, and you have a Fuzzy match Rule on first name, it will also search for entries spelled Jon
You have the option to Alert and/or Report when the User enters a potential duplicate. Report will log in the back end that the User proceeded with the Dupe.
You can make it so the User will not be able to save if a dupe is detected.
Can be used on Account, Contact, Leads, and custom Objects.
Methods for Importing & Exporting Data
3 Main tools for Importing Data:
Import Wizard.
Data Loader. (Standalone App)
DataLoader.io
Max Number of records to import by tool:
Import Wiz: 50,000
Data Loader: 5 Million
DateLoader.io: 100mb
Main advantages of Import Wiz is the ability to prevent duplicates and ability to turn off workflow rules/processes during importing of new records.
For the exam, Data Loader cannot close off workflow rules/processes. Francis said there is a workaround but it is not necessary for the exam.
Import Wizard only works for a handful of Standard Objects and all Custom Objects.
These Standard Objects are Accounts, Contacts, Leads, Campaign, Members, Person Account, Articles, and Solutions
Salesforce IDs and External IDs
Every Record has a SF ID. You can use this ID to update the Record via importing.
The ID for each record will show in the URL after dotcom. This is useful for telling SF to update an exact Record, since there could be similar Records if updating via fields,
You can use External ID's to pull data from spreadsheets that don't necessarily know where they are going.
You create a new Text Field for it and select Unique ID checkbox. It also has to be a required Field.
Data Wizard, you want to make sure you cleanse the data before importing. Salesforce gets tripped up if there's 2 entries in one cell.
Make sure the file you importing is saved as a .csv.
Considerations when Importing Data:
Validation Rules.
If there is a Field that is required for the Record to save, DataLoader will return 2 spreadsheet of the successes and failures. The failures would be Records that did not have an entry for that Field.
Duplicates
If you have a dupe rule established, it will do the same as above if there is a Record that triggers that rule.
Code
Bad Data Quality
Need to cleanse that data before you upload yo. If there is 2 entries in a cell, it will spit an error.
Make sure the Fields exist before importing data.
Check the text size of the Field. Some text Fields may not have a large enough character number.
Make field columns in .csv the same names as the fields in SF
TEST IN A SANDBOX FIRST OR SMALL BATCH OF RECORDS.
Excel will omit numbers that start with a 0. Make sure to turn that functionality off.
You can freeze Users while updating, since they make edits to Records and your import could delete their changes.
Remember on DataLoader to turn off workflows and processes.
Ways to Declaratively Back Up Data inside SF
Data Loader.
You can export all the Objects you want into a .csv.
Manual Report
Can go to the Report and press download, not that great for Automation.
App Exchange Programs
Francis uses Spanning. A lot of these are paid.
Salesforce Data Export
Setup > Monthly Export Service. Can set up a scheduled time or send it immediately.
You will want to download the Zip file that is generated. That will have the .csv.
Great for if someone messes up a field royally, you can roll back the data with it.
Mass Action Functions
2 main functions here.
Mass Delete and Mass Transfer
Very useful for transferring Records from someone that switches department of leaves the company, to another User.
Opportunities transfer options are selected through Accounts (transfer).
You have some certain selections you can make for Opps, since you may want to leave the old User on Closed Opps.
Can transfer to Users or Queues
Mass Delete is straight forward. MAKE SURE TO BACK IT UP BUD!
Salesforce Content
You need to know the difference between Files and Content. Content was a company that was acquired AGES ago and implemented into SF. The User will have access to this based on a checkbox on their
User Record
.
Library is a collection of content, like training vids and files. Content is specific Content you brought together.
All Tabs > Libraries. This is where you can create and edit the content. This is where you can add Standard Users, Groups, etc...
Profile also has some admin specific
Ways to Upload Files to SF
Chatter File Upload.
From a Record, click the Attach File Button.
SF Documents (Object). Create folders here.
When creating Folders, you can select it to Public Read or Public Read/Write.
Also, you can only make it accessible to Groups or All Users. You cannot select specific Users.