Chapter 5 Data Management. – The Best & Most Convenient Way to Learn Salesforce.com 2 Objectives...

Chapter 5

Data Management

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.


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


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.


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This operation is used to: Free up the space used by out of date data or bad data.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.


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.


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.


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.


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.


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



URLURL

Report


Formulas



Report

In a report, record IDS for all records are displayed in a separate column.

Reports return the 15 digit-ID.

URL

Report


Formulas




All record IDs are obtained when

records are extracted using the Web

services API.

URL

Report


Formulas



Formulas

You can access record IDs by creating a

formula.

URL

Report


Formulas


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.


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.


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.


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.


Steps to Load Data Object relationships introduce data dependencies. Dependencies dictate the order of data load.


Tools for Data Migration

Data can be migrated into Salesforce using: Import Wizards, or Web services API


Import Wizards Are easy to use Can be used to load up to 50,000 records. Load accounts, contacts, leads, solutions, or custom

objects.


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


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.


Obtaining the Data Loader

The Data Loader: Can be downloaded by System Administrators. Is available in UE, EE, and DE orgs.


Other Available API Data Management Tools

Additional Data Management tools can be obtained from http://developer.force.com.


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.

Considerations Import Wizard Data Loader

Number of Records

Object Support


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.


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.


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.


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

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Chapter 5 Data Management. – The Best & Most Convenient Way to Learn Salesforce.com 2 Objectives...

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