(Data Management 10%) Describe considerations when importing, updating, transferring, and mass deleting data

Question 1

Duplicate management

Answer 1

Controls whether and when duplicate records can be created using matching rule criteria.

Question 2

Recycle bin

Answer 2

Deleted records are stored in the Recycle Bin for 15 days or until the limit is reached allowing for record restoration.

Question 3

Data quality considerations

Answer 3

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.

Question 4

File format

Answer 4

All import data files must be in CSV format

Question 5

Salesforce record ID

Answer 5

Globally unique ID that every record has, can either be 15 or 18 char that an API will accept

Question 6

What can be used as an alternative to the record ID for matching when importing or updating data

Answer 6

External ID

Question 7

Mass Transfer, Update & Delete Records

Answer 7

Salesforce allows for the mass and individual transfer of accounts, leads, custom objects, approval requests, opportunity teams, update addresses, and mass deletion of records.

Question 8

Data Storage

Answer 8

data storage: records or file storage: attachments ,files, content, chatter files, documents tab, site.com assets, knowledge article files

Question 9

what file format is required for importing into salesforce?

Answer 9

CSV

Question 10

what file format is required for exporting files

Answer 10

CSV, XLS, or XLSX

Question 11

Do record IDs change?

Answer 11

No, never. Even if its deleted and later is undeleted

Question 12

where are record IDs generated from?

Answer 12

reports query the data base

Question 13

what exports records with the 18- char ID

Answer 13

Data loader and Data Export Services

Question 14

External ID

Answer 14

is an identifier for a record from another system that is added to a salesforce object

Question 15

Usage of External ID

Answer 15

Useful when loading or identifying data from an external system.

Question 16

Field Limit of External ID

Answer 16

Up to 25 custom fields can be used as external IDs on an object

Question 17

Field Type of External ID

Answer 17

External ID field type must be text, number, or email.

Question 18

Can external IDs be used for matching

Answer 18

yes

Question 19

what is the mass transfer records tool used for?

Answer 19

used to transfer multiple records from one user to another within salesforce

Question 20

where is the mass transfer records tool found?

Answer 20

in the data section from setup

Question 21

what user and system permissions are required to transfer any record?

Answer 21

System: Modify all data or modify all
User: must be record owner( or user above in the role/ territory hierarchy)

Question 22

how does mass transfer work for accounts, leads, and custom objects

Answer 22

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

Question 23

what object permission is required to transfer a record to another user?

Answer 23

user needs to at least have ‘read’ permissions

Question 24

after transferring an account record what will the new user now??

Answer 24

contacts, open opportunities, notes, contracts in draft and in approval process status, order in draft status, attachments, open activities

Question 25

after transferring a contact, opportunity, case or lead record what will now own??

Answer 25

contacts, open opportunities, notes

Question 26

why is a mass transfer tool alternative necessary, and what could be used?

Answer 26

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

Question 27

what object records and be mass deleted?

Answer 27

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.

Question 28

can data loader be used as an alternative to delete records?

Answer 28

yes

Question 29

can deleted records be restored?

Answer 29

yes, if you catch them in the recycle bin before the 15day cut off.

Question 30

how can you permanently delete the contents of a recycle bin?

Answer 30

by clicking empty recycle bin just like on a computer

Question 31

how is the storage limit in the recycle bin calculated?

Answer 31

25 times the organizations storage in MB

ex 2GB storage = 2000 * 25 = 50,000 records

Question 32

what happens if the recycle bin limit has exceeded?

Answer 32

the oldest records are automatically deleted if they’ve at least been there for 2 hours