(Data Management 10%) Describe considerations when importing, updating, transferring, and mass deleting data Flashcards
Duplicate management
Controls whether and when duplicate records can be created using matching rule criteria.
Recycle bin
Deleted records are stored in the Recycle Bin for 15 days or until the limit is reached allowing for record restoration.
Data quality considerations
The quality of data is critical for healthy functioning of an org. Using org-wide standards for data entry, naming conventions, importing clean data, using validation rules, and removing duplicate records will improve data quality.
File format
All import data files must be in CSV format
Salesforce record ID
Globally unique ID that every record has, can either be 15 or 18 char that an API will accept
What can be used as an alternative to the record ID for matching when importing or updating data
External ID
Mass Transfer, Update & Delete Records
Salesforce allows for the mass and individual transfer of accounts, leads, custom objects, approval requests, opportunity teams, update addresses, and mass deletion of records.
Data Storage
data storage: records or file storage: attachments ,files, content, chatter files, documents tab, site.com assets, knowledge article files
what file format is required for importing into salesforce?
CSV
what file format is required for exporting files
CSV, XLS, or XLSX
Do record IDs change?
No, never. Even if its deleted and later is undeleted
where are record IDs generated from?
reports query the data base
what exports records with the 18- char ID
Data loader and Data Export Services
External ID
is an identifier for a record from another system that is added to a salesforce object
Usage of External ID
Useful when loading or identifying data from an external system.
Field Limit of External ID
Up to 25 custom fields can be used as external IDs on an object
Field Type of External ID
External ID field type must be text, number, or email.
Can external IDs be used for matching
yes
what is the mass transfer records tool used for?
used to transfer multiple records from one user to another within salesforce
where is the mass transfer records tool found?
in the data section from setup
what user and system permissions are required to transfer any record?
System: Modify all data or modify all
User: must be record owner( or user above in the role/ territory hierarchy)
how does mass transfer work for accounts, leads, and custom objects
Accounts: notes, contacts, opportunities, and open activities owned by the current owner will be transferred to the new owner
Leads: All open activities owned by the current owner will be transferred to the new owner
Custom Objects: No related records are transferred
what object permission is required to transfer a record to another user?
user needs to at least have ‘read’ permissions
after transferring an account record what will the new user now??
contacts, open opportunities, notes, contracts in draft and in approval process status, order in draft status, attachments, open activities
after transferring a contact, opportunity, case or lead record what will now own??
contacts, open opportunities, notes
why is a mass transfer tool alternative necessary, and what could be used?
the mass transfer tool does not support all standard objects like cases and opportunities. The data loader or data import wizard can be used as an alternative
what object records and be mass deleted?
accounts, activities, cases, contacts, leads, solutions, products, and reports.
related data is also deleted, filters can be used to find records to delete, and records can optionally be permanently deleted bypassing the recycle bin.
can data loader be used as an alternative to delete records?
yes
can deleted records be restored?
yes, if you catch them in the recycle bin before the 15day cut off.
how can you permanently delete the contents of a recycle bin?
by clicking empty recycle bin just like on a computer
how is the storage limit in the recycle bin calculated?
25 times the organizations storage in MB
ex 2GB storage = 2000 * 25 = 50,000 records
what happens if the recycle bin limit has exceeded?
the oldest records are automatically deleted if they’ve at least been there for 2 hours
