Data Management and Data Management Tools

Data Management

Objectives
By the end o this module, you should understand the fundamentals of data management, including:
1.Explain typical data management operations.
2.Describe typical user cases for inserting system fields.
3.List the ways to obtain record IDS.
4.Perform mass transfer of records.
5.describe External IDs.
6.Explain the basics of object relationships.

Data Management Operations
1.Data management:
- Is an on-going process.
- Is not a one-time task.
2.Various data management operations include:
- Exporting data
- Deleting data
- Insert data
- Updating data
- Upserting data

Exporting Data

1.Data can be exported from Salesforce into a set of CSV files.

2.Data is exported to:
- Create backups.
- Get reference IDS for records.

Deleting Data
1.Data can be deleted from Salesforce using the deleting data operation.
2.This operation is used to:
- Free up the space used by out of data or bad data.
- Fix mistakes.
3.On deletion, data is moved to the Recycle Bin.

Insert Data
1. This insert data operation can be used to load data into Salesforce
2.This operation can be used for:
- Initial Salesforce setup
- Migrating data from legacy systems.
- Load data to sandbox.

Inserting System Fields
1.Salesforce allows the use of inserting System Fields feature to set the system fields.
2.Inserting System Fields:
- Works only at the time of setting a record's system fields.
- Are accessible only through the API-based management tools.
- Work for all custom objects.
- Restricted to Account, Opportunity, Contact, Lead, Case, task, and Event standard objects.

Updating Data
1.The updating data operation is used for:
- Add data to existing records.
- Transfer ownership of records to a different user.
2.Salesforce record IDs are required to perform this operation.

Salesforce Record IDs
1. Salesforce records ID is:
- An ID value generated by Salesforce when a new record is created.
- A unique identifier of the record.
- Analogous to a primary or foreign key field in a database table.
2.Saleforce.com record IDs exist in two forms:
- The 15-digit case sensitive form.
For example:005E000000KF38
- The 18-digit case insensitive form.
For example:005E0000000KF38IAG

Record IDs Introduction
You can access record IDs in four ways:
1.From URL(15-digit ID)
2.From a report
-In a report, record IDs for all records are displayed in a separate column.
- Reports return the 15 digit-ID
3.Through the SOAP-based Web Service API
- All record IDs are obtained when records are extracted using the Web service API.
4.Through formulas
- You can access record IDS by creating a formula(5-digit ID)

Mass Transferring Records
1. The mass transfer tool is used to transfer multiple accounts, leads, or custom objects from one use to another.
2.To transfer records, following permissions are required:
- "Transfer Records" of "Transfer lead".
- "Edit" on the specified object.
- "Read" on the records being transferred.

Upserting data
1.Migrate new and existing records from a legacy system to Salesforce.
2.Upsert data operation is useful to identify duplicate entries for the same ID.
3.This operation uses Salesforce ID or external ID to create a new record of update an existing record as follows:
- If the ID is not matched, a new record is created.
- If the ID is matched once, the existing record is updated.
- If the ID is matched multiple times, an error is reported.

External IDs
1.External IDs are useful while migrating data or integrating data between legacy system and Salesforce.
2.External ID:
- Is a flag that can be added to a custom field.
- Can be created for any custom field of type text, number, or email.
- Each object can have up to three external IDs.

Upsert with object Relationships
1. Relationships existed between objects.
2.Object relationships affect the order in which data can be managed.
3.Relationship are expressed through:
- Replaced lists and look-up in the application.
- Foreign keys or IDs in the database.
4.The upsert function allows to load data with their relationships using the external IDs.

Steps to Load Data
1.Object relationships introduce data dependencies.
2.Dependencies dictate the order of data load.

Summary
1.Data management is an on-going process to keep data in your application up-todate,accurate, and clean.
2.To manage data effectively and efficiently, to perform data management operations such as exporting, inserting, updating, upserting and deleting data.
3.When inserting data, you have the option of using inserting system fields.
4.Saleforce generate an id value when you create a new record and add data.
5.Record IDs describe object relationships that define the order in which data can be managed.

Data Management Tool

Objectives
By the end of the module, you should be able to:
1.List available tools to perform data management operations.
2.Use the Data Loader to perform data management operations.
3.Define the Bulk API and its use cases.

Tools for Data Migration
Data van be migrated into Saleforce using:
1.Import Wizards, or
2.Web service API.

Import Wizards
1.Are easy to use
2.Can be used to load up to 50,000 records.
3.Load accounts, contracts, leads, solutions, or custom objects.

API-Based tools
1. Load any object support by the API
2. Load more that 50,000 records
3.Schedule regular data loads such as nightly feeds
4.Export data for backup
5.Delete multiple supported objects at the same time
6.Tools that function through Web Services API include;
- Data loader
- Partner tools
- Custom-biult tools
- Open Source tools

Data Loader:
1.Is a Salesforce product.
2.Supports data import from and export to a CSV files.
3.Support data load from and export to a database through JDBC.
4.Supports custom relationships for upsert.
5.Can be run from command line.
6.Can be run in batch mode.

Obtaining the Data Loader
The data Loader:
1.Can be downloaded by System Administrators.
2.Is available in UE, EE, and DE orgs.

Other Avaiable API Data Management Tools
1.Additional data Management tools can be obtained from:http://develper.force.com

Bulk API
The Bulk API:
1.Is used to load high-volume data.
2.Is optimized to perform insert, update, upsert, or delete operation on larger number or records.
3.Improves throughput when loading large data sets due to parallel processing.
4.Can be monitored by navigating to Monitoring section in the Setup menu.

Working of the Bulk API
1.Data is transferred at full network speeds, reducing dropped connections.
2.The whole data set is managed in a job that can be monitored and controlled from Setup menu.
3.The data set van be processed faster by allocating multiple servers to process in parallel.

Using Data Loader with the Bulk API
1.Data Loader uses SOAP-based Web services by default.
2.To use the Bulk API, enable the Bulk API option.
3.Salesforce provides an additional serial mode for Bulk API.
4.With serial mode, batched can be processed one at a time.
5.Hard deletes can be performed using the Hard Delete.

Summary
1.Data can be managed either using the import wizards, or through the API.
2.The import wizards do not require any programming or developer skills.
3.API-based tools can be used to schedule regular data loads such as nightly feeds, export data for backup, and delete multiple supported objects data.