Salesforce Administrator Beginner - Data Management

You can easily import external data into Salesforce. Supported data sources include any program that can save data in the comma delimited text format (.csv).

Salesforce offers two main methods for importing data.

• Data Import Wizard—this tool, accessible through the Setup menu, lets you import data in common standard objects, such as contacts, leads, accounts, as well as data in custom objects. It can import up to 50,000 records at a time. It provides a simple interface to specify the configuration parameters, data sources, and the field mappings that map the field names in your import file with the field names in Salesforce.
• Data Loader—this is a client application that can import up to five million records at a time, of any data type, either from files or a database connection. It can be operated either through the user interface or the command line. In the latter case, you need to specify data sources, field mappings, and other parameters via configuration files. This makes it possible to automate the import process, using API calls.

With both methods, the number of records you can import depends on your permissions, the type of data you’re importing, and the overall data storage limits for your organization. The type of objects you can import depends on your edition.

Use the Data Import Wizard When:

• You need to load less than 50,000 records.
• The objects you need to import are supported by the wizard.
• You don’t need the import process to be automated.

Use Data Loader When:

• You need to load 50,000 to five million records. If you need to load more than 5 million records, we recommend you work with a Salesforce partner or visit the AppExchange for a suitable partner product.
• You need to load into an object that is not supported by the Data Import Wizard.
• You want to schedule regular data loads, such as nightly imports.

Data Loader uses the SOAP API to process records. For faster processing, you can configure it to use the Bulk API instead. The Bulk API is optimized to load a large number of records simultaneously. It is faster than the SOAP API due to parallel processing and fewer network round-trips.

Follow these steps before you start importing any data.

1. Use your existing software to create an export file.
2. Clean up the import file for accuracy and consistency. This involves updating the data to remove duplicates, delete unnecessary information, correct spelling and other errors, and enforce naming conventions.
3. Compare your data fields with the Salesforce fields you can import into, and verify that your data will be mapped into the appropriate Salesforce fields. You might need to fine-tune the mapping before starting the import. For details, see Field Mapping for Data Sources in the online help.
4. Make any configuration changes required in Salesforce to handle the imported data. For example, you might need to create new custom fields, add new values to picklists, or temporarily deactivate workflow rules.

Salesforce recommends you import using a small test file first to make sure you’ve prepared your source data correctly.

This information can help you integrate your imported data into Salesforce.

• New Values for Picklists and Multi-Select Picklists—If you import a picklist value that doesn’t match an existing picklist value:
  • For an unrestricted picklist, the Data Import Wizard uses the value that’s in the import file.
  • For a restricted picklist, the Data Import Wizard uses the picklist’s default value.
• Multi-Select Picklists—To import multiple values into a multi-select picklist, separate the values by a semicolon in your import file.
• Checkboxes—To import data into a checkbox field, use 1 for checked values and 0 for unchecked values.
• Default Values—For picklist, multi-select picklist, and checkbox fields, if you do not map the field in the import wizard, the default value for the field, if any, is automatically inserted into the new or updated record.
• Date/Time Fields—Ensure that the format of any date/time fields you are importing matches how they display in Salesforce per your locale setting.
• Formula Fields—Formula fields cannot accept imported data because they are read-only.
• Field Validation Rules—Salesforce runs validation rules on records before they are imported. Records that fail validation aren’t imported. Consider deactivating the appropriate validation rules before running an import if they affect the records you are importing.

You can easily export data from Salesforce, either manually or on an automatic schedule. The data is exported as a set of comma-separated values (CSV) files. This provides a convenient way to export your data, either for backup or for importing into a different system.

Salesforce offers two main methods for exporting data.

• Data Export Wizard—this is an in-browser wizard, accessible through the Setup menu. It allows you to export data manually once every six days (for weekly export) or 28 days (for monthly export). You can also export data automatically, at weekly or monthly intervals.
• Data Loader—this is a client application that you must install separately. It can be operated either through the user interface or the command line. The latter option is useful if you want to automate the export process, or use APIs to integrate with another system.

Follow these steps to export data using the wizard.

1. From Setup, enter Data Export in the Quick Find box, then select Data Export and Export Now or Schedule Export.
   • The Export Now option prepares your files for export immediately. This option is only available if enough time has passed since your last export.
   • The Schedule Export option allows you to schedule the export process for weekly or monthly intervals.
2. Select the desired encoding for your export file.
3. If you want images, documents, attachments, and so on included in your data, select the appropriate options.
4. Select Replace carriage returns with spaces to have spaces instead of carriage returns or line breaks in your export files. This is useful if you plan to use your export files for importing or other integrations.
5. If you're scheduling your export, select the frequency (only available for organizations with monthly exports), start and end dates, and time of day for your scheduled export.
6. Under Exported Data, select the types of data to include in your export. We recommend that you select Include all data if you’re not familiar with the terminology used for some of the types of data.
7. Click Start Export or Save.
   Salesforce creates a zip archive of CSV files and emails you when it's ready. Exports will complete as soon as possible, however we can't guarantee the date and time the export will complete. Large exports are broken up into multiple files. Follow the link in the email or click Data Export to download the zip file. Zip files are deleted 48 hours after the email is sent.