Data & Analytics Management Flashcards
Data Validation Tools
- Tools which are used to ensure accurate data is entered into Salesforce by way of validation rules that ensure that what is acceptable as new or updated data meets the conditions set
- There are 2 types of rules
1.) System Validation
2.) Custom Validation
2 Types of Storage in SF
1.) Data
2.) File
Record Storage
Uses data storage
File Storage
This type of storage includes the following:
1.) Files in attachments
2.) Files
3.) Content
4.) Chatter files
5.) ‘Documents’ tab
6.) Knowledge article files
7.) Site.com assets
6 Data Management Considerations
1.) File Format
2.) SF Record ID
3.) Mass Transfer, Update, and Delete Records
4.) Data Quality Considerations
5.) Recycle Bin
6.) Duplicate Management
File Format
- 1st data management consideration
- ALL data files must be in CSV format
SF Record ID
- 2nd data management consideration
- Globally unique ID that every record has
- Can either be 15 or 18 characters that the API will accept
- An External ID can be used as an alternative to the record ID for matching when importing or updating data
Mass Transfer, Update, and Delete Records
- 3rd data management consideration
- SF allows for the Mass and Individual Transfer of Accounts, Leads, Custom Objects, approval requests, Opportunity teams, update Addresses, and mass deletion of records
Data Quality Considerations
- 4th data management consideration
- The quality of data is critical for the healthy functioning of an org
- To improve data quality, use org-wide standards for data entry, naming conventions, importing clean data, using Validation Rules, and removing duplicate records
Recycle Bin
- 5th data management consideration
- Deleted records are stored here for 15 days or until the limit is reached allowing for record restoration
Duplicate Management
- 6th data mangement consideration
- Controls whether and when duplicates records can be created using matching rule criteria
- Duplicate jobs can be run in Lightning Experience to find and merge duplicates across the org
5 Data Validation Methods in SF
1.) System Validation
2.) Required Fields
3.) Unique Fields
4.) Custom Validation Rule
5.) Validation Condition & Error
System Validation Rules
- 1st method of Data Validation in SF
- Performed by SF (ex: This ensures that the Data Type is correct for a field)
- Set up on the field itself, by limiting field length, requiring it be unique, or other simple requirements
Required Fields
- 2nd method of Data Validation in SF
- A custom field can be made required so that a record cannot be saved without specifiying its value during creation or update
Unique Fields
- 3rd method of Data Validation in SF
- Text, e-mail, and number fields can be marked as unique in order to prevent duplicate field values on records
- Prevents duplicate values on the fields across all records of the object
- Only certain field types can be marked unique (ex: text, email, and number)
- Case sensitivity can be set for text fields
Custom Validation Rule
- 4th method of Data Validation in SF
- Can be used to perform a complex validation that involves one or more fields
- 2 main parts:
1.) Error Condition Formula
2.) Error Message - More complex and can contain formulas or criteria that determine if data can be processed or rejected
- A message is displayed in the event that the right criteria is not met
- This ensures clean and accurate data is entered
Validation Condition & Error
- 5th method of Data Validation in SF
- Specified for a Validation Rule
- When the condition formula is true, the error is displayed
2 Main Methods for Mass Updating and/or Importing Data in SF
1.) Data Import Wizard
2.) Data Loader
3 Ways to Backup Data (Export) in SF
1.) Data Export Service
2.) Reports
3.) Data Loader
Data Export Service
- 1st way to backup data (Export) in SF
- Can be used to export SF data in .csv files
- Files, documents, images, and attachments can also be included in the export
- The export can be executed immediately or scheduled to run on a weekly or monthly basis
Reports
- 2nd way to backup data (Export) in SF
- Report data can be exported in CSV or XLS format by opening the desired report and selecting the ‘Export’ option from the drop-down menu
Data Loader
- 3rd way to backup data (Export) in SF
- Can be used to export ALL SF records in the form of .csv files
- Can be scheduled weekly or monthly
- If required, soft-deleted records can be excluded
- Exporting (backing up) with this tool allows me to write SOQL queries to selectively export (backup) records that fit a certain set of criteria and to choose which fields to include for each of these records
- Records are exported (backed up) in the form of .csv file(s) with 1 file per object
- Option to include (Export All) or exclude (Export) soft-deleted records, which are records that are in the SF Recycle Bin (any records deleted in the last 15 days will automatically be placed here)
- Does NOT support importing to or exporting from Sandbox environments
fData Import Wizard
- Simplest tool to Insert-only, Update, and/or Upsert records from SF
- Data export (backing up) CANNOT be done with this tool
- Accessed through Setup by Admins or End-Users
- Imports tasks (records) ONLY; Limit of importing 50,000 records
- Source file(s) MUST be in CSV format
- Only 1 Import job can be done at a time
- Validation rules and triggers WILL fire
- Running Workflow Rules and processes when records meet the critiera is optional
- Includes a feature which allows Users to turn off running Workflow Rules and Processes during Import
- ONLY:
1.) Accounts
2.) Person Accounts
3.) Contacts
4.) Leads
5.) Solutions
6.) Campaign Members
7.) Custom Objects
are allowed - Allows a User to choose which fields to find possible duplicates in and determine which action to take
- Existing records can be updated with this tool
- This tool catches duplicates
- Can choose which fields are used to determine if there is a duplicate record (ex: Contact – Name, Email or Salesforce Record Id, Account – Account Name and Site or Salesforce ID.)
- External ID’s can be used with this tool
3 Steps for using Data Import Wizard
1.) Choose data
2.) Edit field mapping
3.) Import data