Data Management
Agenda:
• Analytic Snapshot
• Data Import
• Data Export
• Mass Transfer Records
• Mass Delete Records
• Mass Transfer Approval Requests
• Data Loader
• 3rd Party Tools for Data Management
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Analytic Snapshot
An analytic snapshot lets you report on historical data. Authorized users can save
tabular or summary report results to fields on a custom object, then map those fields to
corresponding fields on a target object. They can then schedule when to run the report
to load the custom object's fields with the report's data. Analytic snapshots enable you
to work with report data similarly to how you work with other records in Salesforce.
For example, a customer support manager could set up an analytic snapshot that
reports on the open cases assigned to his or her team everyday at 5:00 PM, and store
that data in a custom object to build a history on open cases from which he or she could
spot trends via reports. Then the customer support manager could report on point-intime or trend data stored in the custom object and use the report as a source for a
dashboard component.
The benefits of using analytic snapshots:
• Running faster reports by reporting on
data that is already summarized
• Creating dashboards that refresh quickly
by associating them with pre-summarized
data
• Sorting and filtering specific data
summaries via list views
• Viewing trends in data via custom object
records
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Analytic Snapshot
Analytic Snapshot Terminology:
•
•
•
Analytic Snapshot Source Report
- The custom report scheduled to run and load data as records into a custom
object.
Analytic Snapshot Target Object
- The custom object that receives the results of the source report as records.
Analytic Snapshot Running User
- The user whose security settings determine the source report's level of access
to data. This
bypasses all security settings, giving all users who can view
the results of the source report in
the target object access to data they might
not be able to see otherwise.
After you set up an analytic snapshot, users can:
• Create and run custom reports from the target object.
• Create dashboards from the source report.
• Define list views on the target object if it's included on a custom object tab.
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Data Import
Steps to Import Your Organization's Data
• Familiarize yourself with the object fields available for import. Create custom
fields or add custom picklist values if needed.
• Export each of your users' data, and merge those files into a single CSV file using
Excel or a similar product.
• Review your data for accuracy, and label each column in the CSV file with the
appropriate Object field name.
• Add a column titled "Record Owner", and add the user's salesforce.com
username to this field in the format "[email protected]" or "Joe Smith". This
ensures that each user's data is correctly owned by them in salesforce.com.
• Start the Import Wizard!
How many records can I import?
• Individual users can import up to 500 records during each import session
• Administrators can import up to 50,000 records at a time using the Import My
Organization’s Accounts and Contacts wizard
In organizations with person accounts, note that the Import My Organization’s Accounts
and Contacts wizard is called the Import My Organization’s Business
accounts/Contacts wizard. If you have more than the allowable number of records,
simply repeat the import process.
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Data Import
Can I delete my imported data if I make a mistake?
Your administrator can choose Your Name | Setup | Data Management | Mass Delete
Records to perform a mass delete of accounts, contacts, leads, or solutions that you
mistakenly imported.
Note: You cannot mass delete mistakenly imported custom objects.
For organization imports that have not begun processing, you can cancel an import in
the Import Queue.
Click Your Name | Setup | Monitoring | Imports. Alternatively, click Your Name | Setup |
Data Management, choose one of the import wizards, and then select the import queue
link. The import queue is not accessible to Personal Edition organizations.
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Data Import
What data can be imported?
You can use import wizards to import the following records:
Contacts and business accounts
Use the Import My Contacts wizard and the Import My Organization’s Accounts and
Contacts wizard to import contacts and business accounts. In organizations with
person accounts, note that the Import My Organization’s Accounts and Contacts
wizard is called the Import My Organization’s Business accounts/Contacts wizard.
In Professional, Enterprise, Unlimited, and Developer Edition organizations, you
can also import contact and business account notes.
Person accounts
In Enterprise, Unlimited, and Developer Edition organizations, use the Import My
Person Accounts wizard to import person accounts that you own. Administrators
can use the Import My Organization's Person Accounts wizard to import person
accounts for multiple users.
Leads
In Professional, Enterprise, Unlimited, and Developer Edition organizations, use
the Import My Organization’s Leads wizard to import leads.
Solutions
In Professional, Enterprise, Unlimited, and Developer Edition organizations, use
the Import My Organization's Solutions wizard to import solutions. Custom objects
In Contact Manager, Group, Professional, Enterprise, Unlimited, and Developer
Edition organizations, use the Import My Organization's Custom Objects wizard to
import custom objects.
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Data Import
In the “Import My Organization's...” wizards for accounts, contacts, leads, solutions,
and custom objects, administrators can import into any of the listed fields, even if a
field is hidden or read-only in their page layout or field-level security settings. Individual
users can import only into the fields that are accessible to them via their page layout or
field-level security settings.
Import wizards for other records are not available.
© 2016 Tek Objects Inc.
Data Export
Data Export lets you prepare a copy of all your data in salesforce.com.
Your administrator can choose Your Name | Setup | Data Management | Data Export to
perform Data Export.
From this page you can start the export process manually or schedule it to run
automatically. When an export is ready for download you will receive an email
containing a link that allows you to download the file(s). The export files are also
available on this page for 48 hours, after which time they are deleted.
© 2016 Tek Objects Inc.
Mass Transferring Records
Use the Mass Transfer tool to transfer multiple accounts, leads, service contracts, and
custom objects from one user to another.
Note: To transfer any records that you do not own, you must have the required user
permissions as well as read sharing access on the records.
1. Choose Your Name | Setup | Data Management | Mass Transfer Records.
2. Click the link for the type of record to transfer.
3. Optionally, fill in the name of the existing record owner in the Transfer from field.
For leads, you can transfer from users or queues.
4. In the Transfer to field, fill in the name of new record owner. For leads, you can
transfer to users or queues.
5. If your organization uses divisions, select the Change division.... checkbox to set
the division of all transferred records to the new owner’s default division.
6. When transferring accounts, you can:
• Select the Transfer open opportunities not owned by the existing account
owner checkbox if you want to transfer open opportunities owned by other
users that are associated with the account.
• Select the Transfer closed opportunities checkbox if you want to transfer
closed opportunities associated with the account. This option applies only to
closed opportunities owned by the account owner; closed opportunities
owned by other users are not changed.
© 2016 Tek Objects Inc.
Mass Transferring Records
• Select the Transfer open cases owned by the existing account owner
checkbox if you want to transfer open cases that are owned by the existing
account owner and associated with the account.
• Select the Transfer closed cases checkbox if you want to transfer closed
cases that are owned by the existing account owner and associated with the
account.
• Select the Keep Account Team checkbox if you want to maintain the existing
account team associated with the account. Deselect this checkbox if you want
to remove the existing account team associated with the account.
• Select the Keep Sales Team on all opportunities... checkbox if you want to
maintain the existing sales team on any opportunities associated with this
account.
7. Enter search criteria that the records you are transferring must match. For
example, you could search accounts in California by specifying Billing
State/Province equals CA.
8. Click Find.
9. Select the checkbox next to the records you want to transfer. Optionally, check
the box in the column header to select all currently displayed items.
10. Transfer
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Mass Transferring Records
Note: If duplicate records are found, you must select only one of the records to
transfer. Transferring duplicate records results in an error. Duplicate records may
display if you filter leads based on Campaign Member Status and a matching lead has
the same campaign member status on multiple campaigns. For example, if you specify
Campaign Member Status equals Sent, and a matching lead named John Smith has the
status Sent on two campaigns, his record will display twice.
Transfer of Associated Items
When you change record ownership, some associated items that are owned by the
current record owner are also transferred to the new owner. Record Associated items
that are also transferred
Accounts - 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.
Leads - Open activities. When transferring leads to a queue, open activities are not
transferred.
Access to Transferred Items
When transferring accounts and their related data in Professional, Enterprise,
Unlimited, and Developer Editions, all previous access granted by manual sharing, Apex
managed sharing, or sharing rules is removed. New sharing rules are then applied to the
data based on the new owner. The new owner may need to manually share the
transferred accounts and opportunities as necessary to grant access to certain users.
© 2016 Tek Objects Inc.
Mass Delete Records
You can delete multiple cases, solutions, accounts, contacts, leads, products, or activities at one
time. Before you use mass delete, we strongly suggest you run a report to archive your information.
To delete multiple records:
1. Click Your Name | Setup | Data Management | Mass Delete Records.
2. Click the link for the type of record to delete.
3. Review the information that will be deleted along with the records.
4. Specify conditions that the selected items must match, for example, “State equals
California.”
5. When deleting accounts, check the appropriate boxes if you want to delete accounts with
attached closed/won opportunities or attached opportunities owned by other users.
6. When deleting products, check Archive Products... if you want to include products that are
on opportunities. Archived products are not moved to the Recycle Bin. Check this option to:
I.
Delete products that are not on opportunities and move them to the Recycle Bin.
II. Archive products that are on opportunities. These products are not moved to the Recycle
Bin and cannot be recovered.
Leave this box unchecked to delete only those products that are not on opportunities.
Selected products that are on opportunities will remain checked after the deletion to indicate
they were not included in the deletion.
7. Choose Search to find records that match.
8. Select the box next to the items you want to delete. Optionally, check the box in the column
header to select all currently displayed items.
9. To permanently delete records, select Permanently delete the selected records. Please note
that selecting this option prevents you from recovering the selected records from the Recycle
Bin.
10. Click Delete. If you did not select Permanently delete the selected records, deleted items are
moved to the Recycle Bin.
© 2016 Tek Objects Inc.
Mass Delete Records
Notes on Using Mass Delete
Consider the following when using mass delete:
•
You can only delete up to 250 items at one time.
•
When you delete a record, any associated records that display on that record's
related lists are also deleted.
•
Accounts and contacts associated with cases cannot be deleted.
•
Partner accounts with partner users cannot be deleted.
•
Contacts enabled for Self-Service, and their associated accounts, cannot be
deleted.
•
When deleting products, all related price book entries are deleted with it.
•
Products on opportunities cannot be deleted, but they can be archived.
•
When you delete activities:
• Any archived activities that meet the conditions are also deleted.
• Requested meetings aren't included in the mass-delete until they're confirmed
and automatically converted to events.
•
The child events of a recurring event are not displayed in the list of possible items
to delete, but they are deleted along with their associated event series.
•
Deleting a master solution does not delete the translated solutions associated with
it. Instead, each translated solution becomes a master solution.
•
Deleting a translated solution removes the association with its master solution.
© 2016 Tek Objects Inc.
Mass Delete Records
Sample Uses for Mass Delete
The following examples illustrate some common uses of mass delete.
•
You imported your organization's leads incorrectly and you want to delete those
imported leads. View the Using Mass Delete to Undo Imports document for
complete instructions.
•
A user named John Smith recently left your organization, and he had several
contacts that were duplicates of other users' data. To delete these duplicate
contacts, select contacts as the record type to delete and enter “Owner Alias
equals jsmith.”
•
Your organization may have formerly entered all leads as accounts with the Type
field set to “Prospect.” You now want to convert these accounts into leads. To do
this, run a report of these accounts, export it to Excel, and then use the Import My
Organization’s Leads wizard to import the data as leads. Then using mass delete,
select accounts as the record type to delete and enter “Type equals Prospect” to
locate all accounts you want to delete.
•
You want to delete all the leads that have been converted for your organization.
Select the lead record type, enter “Converted equals 1” for the search criteria,
then choose Search.
•
You might also want to use mass delete to clean up any old records you may have,
to delete web-generated leads that were created incorrectly, or to delete accounts
and contacts with whom you no longer do business.
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Mass Transfer Approval Requests
To transfer multiple approval requests from one user to another or to remove multiple approval
requests from the approval process:
1.
Before transferring an approval request, make sure the new assigned approver has access
to read the records for the approval requests. For example, a user that does not have read
access to an Expenses custom object will not be able to view expense approval requests.
2.
Choose Your Name | Setup | Data Management | Mass Transfer Approval Requests.
3.
Enter the search conditions that the approval requests you are transferring must match. For
example, you could search for approval requests that were submitted by a particular user by
specifying Submitter equals jsmith. For more information, see Entering Filter Criteria.
4.
Click Find to search for approval requests that match.
5.
Choose an option:
a.
Mass remove records from an approval process unlocks the records and removes them
from any approval process so they no longer appear on the approver's list of pending
approval requests.
b. Mass transfer outstanding approval requests to a new user allows you to select a user
and assign that user as the approver for all approval requests selected.
6.
Optionally, enter any comments to be stored with the approval requests. The comments you
enter are displayed on the Approval History related list if your administrator has customized
it to include the Comments field.
7.
Select the checkbox next to each approval request you want to transfer or remove from the
approval process, depending on the option you selected previously.
8.
Click Transfer or Remove, depending on the option you selected previously.
© 2016 Tek Objects Inc.
Salesforce Data Loader
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Salesforce Data Loader
Data Loader is a client application for the bulk import or export of data. Use it
to insert, update, delete, or export Salesforce records.
When importing data, Data Loader reads, extracts, and loads data from
comma separated values (CSV) files or from a database connection. When
exporting data, it outputs CSV files.
Note: If commas are not appropriate for your locale, use a tab or other
delimiter
You can use Data Loader in two different ways:
User interface — When you use the user interface, you work interactively to
specify the configuration parameters, CSV files used for import and export,
and the field mappings that map the field names in your import file with the
field names in Salesforce.
Command line — When you use the command line, you specify the
configuration, data sources, mappings, and actions in files. This enables you
to set up Data Loader for automated processing.
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Salesforce Data Loader
Data Loader offers the following key features:
• An easy-to-use wizard interface for interactive use
• An alternate command line interface for automated batch operations
• Support for large files with up to 5 million records
• Drag-and-drop field mapping
• Support for all objects, including custom objects
• Can be used to process data in both Salesforce and Database.com
• Detailed success and error log files in CSV format
• A built-in CSV file viewer
• Support for Windows 7
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Salesforce Data Loader
Use Data Loader when:
• You need to load 50,000 to 5,000,000 records. Data Loader is supported
for loads of up to 5 million records. If you need to load more than 5
million records, we recommend you work with a Salesforce.com partner
or visit the App Exchange for a suitable partner product.
• You need to load into an object that is not yet supported by the import
wizards.
• You want to schedule regular data loads, such as nightly imports.
• You want to export your data for backup purposes.
Use the import wizards when:
• You are loading less than 50,000 records.
• The object you need to import is supported by import wizards. To see
what import wizards are available and thus what objects they support,
click Your Name | Setup | Data Management.
• You want to prevent duplicates by uploading records according to
account name and site, contact email address, or lead email address.
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Salesforce Data Loader
You can use the Data Loader to upload attachments to Salesforce. Before uploading attachments,
note the following:
• If you intend to upload via the Bulk API, verify that Upload Bulk API Batch as Zip File on the
Settings | Settings page is enabled.
• If you are migrating attachments from a source Salesforce organization to a target
Salesforce organization, begin by requesting a data export for the source organization. On
the Schedule Export page, make sure to select the Include Attachments... checkbox, which
causes the file Attachment.csv to be included in your export. You can use this CSV file to
upload the attachments. For more information on the export service, see Exporting Backup
Data.
To upload attachments:
Confirm that the CSV file you intend to use for attachment importing contains the following required
columns (each column represents a Salesforce field):
• ParentId - the Salesforce ID of the parent record.
• Name - the name of the attachment file, such as myattachment.jpg.
• Body - the absolute path to the attachment on your local drive.
Ensure that the values in the Body column contain the full file name of the attachments as they exist
on your computer. For example, if an attachment named myattachment.jpg is located on your
computer at C:\Export, Body must specify C:\Export\myattachment.jpg. Your CSV file might look like
this:
ParentId,
Name,
Body
50030000000VDowAAG,
attachment1.jpg,
C:\Export\attachment1.gif
701300000000iNHAAY,
attachment2.doc,
C:\Export\files\attachment2.doc
The CSV file can also include other optional Attachment fields, such as Description.
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Salesforce Data Loader
The following directories are involved in running the program from the command line
for automated batch processing:
bin - Contains the batch files encrypt.bat for encrypting passwords and process.bat for
running batch processes. For information on running the Data Loader from the
command line, see Using the Command Line Interface.
conf - The default configuration directory. Contains the configuration files
config.properties, Loader.class, and log-conf.xml. The config.properties file that is
generated when you modify the Settings dialog in the graphical user interface is
located at C:\Documents and Settings\your Windows username\Application
Data\salesforce.com\Data Loader version_number. You can copy this file to the conf
installation directory to use it for batch processes.
samples - Contains subdirectories of sample files for reference.
File Path Convention
The file paths provided in these topics start one level below the installation directory.
For example, \bin means C:\Program Files \salesforce.com\Data Loader version_number
\bin, provided you accepted the default installation directory. If you installed the
program to a different location, please substitute that directory path as appropriate.
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Salesforce Data Loader
In addition to using Data Loader interactively to import and export data, you can also
run it from the command line. This enables you to automate the import and export of
data.
Steps to run the Data Loader in command line:
Step 1: Create the encryption key
Step 2: Create the encrypted password for your login username
Step 3: Create the Field Mapping File
Step 4: Create a process-conf.xml file that contains the import configuration settings
Step 5: Run the process and import the data
Watch this demo: http://www.youtube.com/watch?v=8NiCjSqk6HA
Schedule a Task in Windows:
http://windows.microsoft.com/en-us/windows7/Schedule-a-task
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3rd Party Tools
There are lot of tools out there which supports the data import and export
features from and to cloud computing/ standalone applications:
• Informatica Cloud
• IBM WebSphere Cast Iron
• Dell Boomi
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Q&A
Questions and Answers
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Thank You
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