SalesForce Managing Data

Getting Started with SalesForce CRM
Managing Data in SALESFORCE Part 1
BISP is committed to provide BEST learning material to the beginners and advance learners. In the same series, we have prepared a complete end-to end Hands-on Beginners G ide !or Sales"orce. The doc ment !oc ses on basic #e$words, %ata &anagement Tools, Storage %ata and 'PI based tools. (oin o r pro!essional training program and learn !rom e)perts.
Description:
History:
Version Date !"1 !"1
Description Change #nitia Dra$t Re)ie*+1
Author
Pub ish
Chan%ra Pra&ash Shar'a 1!th Dec (1!( A'it Shar'a 1!th Dec (1!(
www.bispsol tions.com Page *
www.bisptrainigs.com
www.h$periong r .com
Contents
+ontents.......................................................................................................................... , How To -se -psert In Sales"orce ................................................................................... . %ata &anagement Tools ................................................................................................. / 'nal$tic Snapshots....................................................................................................... / %ata Import 0i1ard in Sales"orce ................................................................................2 Import data in three eas$ steps ................................................................................2 How To import data b$ Import %ata 0i1ard ................................................................3 Import 0i1ard !or 'cco nts4+ontacts.........................................................................*5 ...................................................................................................................................... ,6 .................................................................................................................................. ,6 Import 0i1ard ............................................................................................................ ,6 Import Sol tions ........................................................................................................ ,5 Import + stom 7b8ects............................................................................................... ,9 E)port %ata ............................................................................................................... ., How to ta#e E)port data in Sales"orce :..................................................................., E)port ;ow:............................................................................................................. ., Sched le E)port:..................................................................................................... .< Storage -sage............................................................................................................ ./ &ass Trans!er =ecord ................................................................................................ .9 How to go &ass Trans!er =ecords :..........................................................................9 &ass %elete =ecord in Sales"orce :.............................................................................2 How to go &ass %elete =ecords :................................................................................2 %ata >oader in Sales"orce.com..................................................................................5* How to download %ata >oader E)e !ile !rom Sles!orce.com : .................................5* &ass Trans!er =ecords................................................................................................ 5, &ass %elete =ecords.................................................................................................. 5. State and +o ntr$ Pic#lists......................................................................................... 5< S7'P 'PI :................................................................................................................... 5/ =EST 'PI :................................................................................................................... 59
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Ho* ,o -se -psert #n Sa esForce

-psert se to +reates new records and pdates e)isting records. In most cases, b$ sing psert?@ avoid creating nwanted d plicate records. 'vailable in the 'PI version 9.6 and later. Ao can process records !or one more than ob8ect t$pe in an create?@ or pdate?@ call, b t all records m st have the same ob8ect t$pe in an psert?@ call. -psert use in Data Loa%er : Ao can see below .+SB !ile !or ploading data. there is two t$pe data !ist is with id this data se !or pdate data and second is new !resh data it is new record !or insert in sales!orce.com.
Step 1 :.
7pen %ata >oader on client machine then select -psert b tton.
www.bispsol tions.com Page .
Step ( :.
Select Sales"orce 7b8ect ;ame, choose +SB !ile and clic# to ;e)t b tton.
Then $o got &essage bo) +lic# to 7C b tton.
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Step / :.
+lic# on the 0e1t b tton.
Step 2 :.
There $o can see new window clic# on Create or E%it a Map b tton, then show new screen clic# on Auto.Match Fie %s to +ol mns and clic# to O3 b tton a!ter that clic# to 0e1t b tton.
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Step 4 :.
+lic# to 5ro*se b tton and give an$ path !or save S ccess or Error log !ile . then clic# to Finish b tton.
'!ter that $o receive one message window there $o can see s ccess or Error !ile, Then clic# to o# b tton.
Data Manage'ent ,oo s

Ana ytic Snapshots
'nal$tic snapshots allow sers to r n reports and save the report res lts as records on c stom ob8ects. - = nning !aster reports b$ reporting on data that is alread$ s mmari1ed. - +reating dashboards that re!resh D ic#l$ b$ associating them with pre-s mmari1ed data. - Sorting and !iltering speci!ic data s mmaries via list views. - Biewing trends in data via c stom ob8ect records.
www.bispsol tions.com Page /
Step 1 :. +lic# on 0e* Ana ytic Snapshot b tton.
Step ( :. "ill all &andator$ !ieldEs and clic# to Sa)e b tton.
Step /:. '!ter then map the !ield clic# on E%it b tton in Fie % Mapping. then sched le anal$tic snapshot clic# on E%it b tton.
Data #'port 6i7ar% in Sa esForce

The %ata Import 0i1ard provides a G-I Inter!ace, Easil$ import data on Sales"orce. It is a web based tools. %ata Import 0i1ard provides a ni!ied inter!ace thatEs $o import a n mber o! standard Sales"orce ob8ects, sol tions, leads, contacts, and incl ding acco nts. The wi1ard also lets $o import c stom ob8ects.
#'port %ata in three easy steps
Ho* ,o i'port %ata by #'port Data 6i7ar%

+lic# to Setup F Data Manage'ent F Data #'port 6i7ar% clic# on this lin# then $o can see %ata Import 0i1ard on this page go to down and see >a nch 0i1ardG b tton clic# on this b tton.
Step 1 :.
'!ter clic# on Launch 6i7ar%8 b tton, then $o have seen new screen there is two option *. Standard ob8ect ,. + stom ob8ect - +lic# on Custo' Ob9ect a!ter then $o can see c stom ob8ect Tab list .. choose c stom tab an$one. - '!ter clic# on + stom Tab then $o can see new list 5. there is three option select an$ one, ?"or e) :- I will select 'dd new =ecord @ - '!ter clic# on A%% ne* recor%s in& $o can see new list <. There is three option select an$ one, ?I will select +SB !irst option@
Then select +SB option and clic# to 5ro*se b tton and select $o r .+SB !ile. and clic# to 0e1t b tton.
Step ( :.
'!ter +lic# to ;e)t b tton Then $o can see new page it called E%it Mapping page, i! $o want to mapped $o r !ields ,i! need to change mapped !ield clic# on Change lin# a!ter that open new pop bo) select $o r mapped !ield and clic# to 'ap b tton. Then $o clic# on 0e1t B tton.
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Step / :.
'!ter that $o can see, $o r selections list, $o r import will incl de, and mapping list. '!ter then clic# on Start i'port b tton.
Step 2 :.
'!ter +lic# on Start import b tton then $o can see &essage bo) clic# on 7# b tton
'!ter clic# on o# b tton then $o can see new screen !or related Biew the details o! a b l# data load 8ob, there $o can see all in!ormation abo t ploaded !ile and $o can all show chec# stat s. www.bispsol tions.com Page *, www.bisptrainigs.com www.h$periong r .com
I! $o want see $o r recodes +lic# on + stom Tabs?E) :- Bac# o!!ices@ and clic# to Go b tton, $o can see that bellow.
0ote :. 'll so send lin# on mail b$ Sales!orce.com.
www.bispsol tions.com Page *.
#'port 6i7ar% $or Accounts:Contacts

-se this wi1ard to import acco nts and contacts !or m ltiple sers in $o r organi1ation. Ao m st be a sales!orce.com administrator to se this wi1ard.
+lic# on Start the #'port 6i7ar%8 .
Step ( :. Browse .+SB !ile select contact matching t$pe, 'cco nt &atching t$pe. i! need to trigger pdate chec#ed trigger wor#!low r les.
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Step / :. I! need to map contact !ields map all !ields and clic# to 0e1t b tton.
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Step 2 :. &ap contact phone and address !ields then clic# on 0e1t b tton.
Step 4 :. &ap acco nt !ield i! $o want to overwrite data chec#ed O)er*rite e1isting account )a ues chec# bo). then clic# on 0e1t b tton.
Step ; :.
Step < :.
Step = :.
'!ter then clic# on "inish b tton.
#'port 6i7ar%
Prepare $o r list o! names according to the speci!ications !or mapping !ields in $o r lead import !ile. +lic# the &anage &embers drop-down b tton and select 'dd &embers - Import "ile on the detail page o! the campaign $o want to pdate. +lic# Import >eads. +lic# Browse and choose $o r import !ile. Select a lead so rce. Select an assignment r le to assign the leads. 7ptionall$ choose to se assignment r le settings to noti!$ the new record owners. Select the de!a lt member stat s !or leads with blan# or invalid stat ses. Select the character encoding o! $o r import !ile. &ost sers do not need to change the de!a lt setting. 7ptionall$ choose to trigger wor#!low r les !or new and pdated records. 7ptionall$ choose to trigger wor#!low r les !or new campaign members. +lic# ;e)t. &ap the Sales"orce !ields to the !ields in $o r import !ile, then clic# ;e)t.
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&ap the Sales"orce campaign member stat s !ield and an$ campaign member c stom !ields to $o r import !ile, then clic# ;e)t. This is onl$ available i! $o have campaign member c stom !ields. +lic# Import ;owG. Ho* to #'port Lea% : Setup F Data Manage'ent F #'port Lea%s then clic# on Start ,he i'port 6i7ar% 8
Step 1 :.
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Step ( :.
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+lic# on #'port 0o*8 b tton then open new page clic# on Finish b tton.
#'port So utions
The import wi1ard !or sol tions allows $o to prevent the creation o! d plicate records b$ matching records according to one o! the !ollowing !ields: sol tion title, Sales"orce I%, or e)ternal I%. In $o r import !ile, incl de a col mn !or the !ield that $o are sing !or record matching
Step 1 :. chec#ed Ra%io b tton ;o- insert all records in m$ import !ile. www.bispsol tions.com Page ,5 www.bisptrainigs.com www.h$periong r .com
Step 2 :. select ser !ield are $o incl ding in $o r !ile to designate sol tion a thors.
Step /:. www.bispsol tions.com Page ,< www.bisptrainigs.com www.h$periong r .com
Step 2 :. i! need to map !ield, $o can do.
Step 4 :. www.bispsol tions.com Page ,/ www.bisptrainigs.com www.h$periong r .com
Step ; :. clic# on Finish b tton.
#'port Custo' Ob9ects

Import wi1ard !or c stom ob8ects allows $o to prevent the creation o! d plicate records b$ matching records according to one o! the !ollowing !ields: c stom ob8ect name, Sales"orce I%, or e)ternal I%. In $o r import !ile, incl de a col mn !or the !ield that $o are sing !or record matching.
Step 1 :. Select $o r c stom ob8ect chec#ed on radio b tton. then clic# on 0e1t b tton.
Step ( :.
Step / :.
Step 2 :. Browse .+SB !ile and clic# on 0e1t b tton.
Step 4 :. select !ield mapping and clic# on ;e)t b tton.
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Step ; :. +lic# on #'port 0o*8 b tton.
Step < :. +lic# on "inish b tton.
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E1port Data
%ata E)port !eat re is available on Sales"orce, In sales!orce.com $o can prepare a cop$ o! all $o r data . on this page $o can start the e)port process man all$ or sched le it to r n a tomaticall$. when e)port is read$ !or download, $o will receive an email containing a lin# that allows $o to download the !iles E)port !iles are available on this page !or 52 ho rs, a!ter that the$ are deleted itEs available onl$ .+SB !ormat.
Ho* to ta&e E1port %ata in Sa esForce :

+lic# Setup -F Data Manage'ent -F Data E1port '!ter clic# on Data E1port $o can see new page there is two option is available E1port 0o* and Sche%u e E1port $o can see below.
E1port 0o*:
The E)port ;ow option prepares $o r !iles !or e)port immediatel$. This option is onl$ available some time that store onl$ last e)port record. +lic# on E1port 0o* b tton then $o can seen new screen, $o can see below
www.bispsol tions.com Page .,
Step 1 :.
I! $o want to e)port all data chec#ed the #nc u%e a %ata chec# bo), and $o want some limited data select $o data b$ chec#ed chec# bo) and clic# to Start E)port b tton.
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'!ter clic# on Start E)port !ew second ta#e $o got one new screen and send lin# $o mail id $o can see below. and all so chec# $o r mail id.
Step / :.
'!ter that $o can =e!resh $o r page $o can see that lin# available on page clic# to given below lin# and download e)port data. downloaded !ile is available in 1ip !older.
Sche%u e E1port:
Sales"orce provide to $o Sched le E)port option its allows $o to sched le the e)port process !or wee#l$ or monthl$ intervals, and $o can E)port b$ start date and end date. Ao can sched le e)port data an$ da$ o! month, an$ wea# o! month, and all $o can choose Start date to End date !or sched le e)port data. '!ter sched le $o can clic# on Save b tton.
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'!ter clic# on Save b tton $o can see one message in message some write 0e1t Sche%u e E1port $o can see below. $o get a remainder on this date ever$ month.
Storage -sage
Storage sage show Ao r organi1ationEs storage sage data.
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Mass ,rans$er Recor%

Sales"orce provide to &ass Trans!er tool, -se this tool to trans!er m ltiple acco nts, service contracts, leads and c stom ob8ects !rom one ser to another.
Ho* to go Mass ,rans$er Recor%s :

clic# Setup -F Data Manage'ent -F Mass ,rans$er Recor%s
Step 1 :.
+lic# on &ass Trans!er =ecords $o can see mass Trans!er right side on web page. $o can see below.
Select an$ one option clic# to an$ lin#.?E) :- Trans!er Positions@ then open new web page $o can see below.
Step ( :.
,?*@ :- "ind positions that match the !ollowing criteria. Select val e b$ sing dropdown i! not select an$ !ield $o can directl$ !ind. ,?,@ :- +lic# to "ind b tton !or !ind the val es. I! val e is available show below on !ind b tton, i! not val e not available there nothing print. ,?.@ :- +lic# on >oo# p b tton and select Trans!er "rom and select name on given list. ,?5@ :- +lic# >oo# p b tton and select Trans!er To select name on given list. ,?<@ :- +hec# bo) chec#ed which want to trans!er ,?/@ :- +lic# to Trans!er b tton.
Mass De ete Recor% in Sa esForce :
+lic# hare select Trans!er Ao can delete m ltiple record b$ sing &ass %eleted "rom =ecords. &ass %elete records delete some list o! item acco nts, leads, activities, contacts, +ases, sol Trans!er tions, prod cts +lic# hare select at one time. to
Ho* to go Mass De ete Recor%s :
Select to val e !or !ind clic# Setup -F Data Manage'ent -F Mass De ete Recor%s !ield.
Step 1 :.
+lic# on Mass De ete Recor%s lin# then $o can seen new web page. there is &ass %elete =ecord list show $o can see below. +lic# to an$ one ob8ect !or delete record.?E) :- &ass %elete +ontacts.@
These are all
Standard
7b8ects
Step ( :.
(>1? :. "ind +ontacts that match the !ollowing criteria. this is not a mandator$ !ield $o can witho t select an$ !ield search directl$. (>(? :. +lic# to search records. (>/? :. I! want to delete permanentl$ chec# this chec# bo), else nchec#ed this chec# bo). (>2? :. +lic# to here to chec#ed chec# bo)Es which want to delete.
(>4? :. +lic# to %elete b tton !or delete records.
Data Loa%er in Sa esForce"co'

Sales"orce provide to $o client application it is data loader !or wor# the b l# import or e)port o! data. -se it to Insert, pdate, -psert, %elete, E)port or E)tract 'll sales!orce.com records.
Ho* to %o*n oa% Data Loa%er E1e $i e $ro' S es$orce"co' :

+lic# to Setup -F Data Manage'ent -FData oa%er Then $o can see lin# !or download Data Loa%er E)e.
'!ter download %ata >oader Install this on $o r machine. Then clic# to %ata >oader icon, a!ter that open one window $o can see below.
www.bispsol tions.com Page 5*
Mass ,rans$er Recor%s

-sing &ass Trans!er =ecords $o can trans!er + stom record or Standard recorder Trans!er one ser to another ser. Select an$ ser on clic# lin# .
Step 1 :.
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Mass De ete Recor%s

Ao can delete m ltiple contacts, leads, cases, sol tions, acco nts, prod cts or activities at one time. b$ sing mass delete records $o can delete Standard record . Be!ore $o se mass delete, we strongl$ s ggest $o r n a report to archive $o r in!ormation.
www.bispsol tions.com Page 5.
clic# on Search b tton then $o can see search res lt chec#ed delete !ieldEs. $o can see below. Then $o can clic# on De ete b tton.
State an% Country Pic& ists

State and co ntr$ pic#lists allow sers to select states and co ntries !rom prede!ined, standardi1ed lists, instead o! entering state and co ntr$ data into te)t !ields. State and co ntr$ pic#lists allow !or !aster and easier data entr$ and help to ens re cleaner data that can be leveraged !or other sesHin reports and dashboards.
Ao can se the state and co ntr$ pic#lists in most places that state and co ntr$ !ields are available in Sales"orce.com : www.bispsol tions.com Page 5< www.bisptrainigs.com www.h$periong r .com
- =ecord edit and detail pages. - >ist views, reports, and dashboards. - "ilters, ! nctions, r les, and assignments.
AP# . 5ase% ,oo s

SOAP AP# :
-se S7'P 'PI bindings i! $o are sing a strongl$ t$ped lang age li#e (ava that generates 0eb service client code. SalesForce provides programmatic access to $o r organi1ations in!ormation sing simple, power! l, and sec re application programming inter!aces. To se this doc ment, $o sho ld have a basic !amiliarit$ with so!tware development, 0eb services, and the Sales"orce ser inter!ace.
www.bispsol tions.com Page 5/
RES, AP# :
-se =EST 'PI bindings i! $o are sing a lang age that is not strongl$ t$ped, li#e (avaScript. The =EST Tooling 'PI can be sed 8 st li#e the "orce.com =EST 'PI.

SalesForce Managing Data

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Getting Started with SalesForce CRM

Managing Data in SALESFORCE Part 1

Description Change #nitia Dra$t Re)ie*+1

www.bispsol tions.com Page *

www.bispsol tions.com Page ,

Ho* ,o -se -psert #n Sa esForce

www.bispsol tions.com Page .

Then $o got &essage bo) +lic# to 7C b tton.

www.bispsol tions.com Page 5

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Data Manage'ent ,oo s

www.bispsol tions.com Page /

Step 1 :. +lic# on 0e* Ana ytic Snapshot b tton.

Step ( :. "ill all &andator$ !ieldEs and clic# to Sa)e b tton.

www.bispsol tions.com Page 9

Data #'port 6i7ar% in Sa esForce

#'port %ata in three easy steps

www.bispsol tions.com Page 2

Ho* ,o i'port %ata by #'port Data 6i7ar%

www.bispsol tions.com Page 3

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0ote :. 'll so send lin# on mail b$ Sales!orce.com.

www.bispsol tions.com Page *.

#'port 6i7ar% $or Accounts:Contacts

+lic# on Start the #'port 6i7ar%8 .

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'!ter then clic# on "inish b tton.

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Step / :. www.bispsol tions.com Page ,. www.bisptrainigs.com www.h$periong r .com

Step /:. www.bispsol tions.com Page ,< www.bisptrainigs.com www.h$periong r .com

Step 2 :. i! need to map !ield, $o can do.

Step 4 :. www.bispsol tions.com Page ,/ www.bisptrainigs.com www.h$periong r .com

Step ; :. clic# on Finish b tton.

#'port Custo' Ob9ects

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Step 2 :. Browse .+SB !ile and clic# on 0e1t b tton.

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Step 4 :. select !ield mapping and clic# on ;e)t b tton.

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Step ; :. +lic# on #'port 0o*8 b tton.

Step < :. +lic# on "inish b tton.

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Ho* to ta&e E1port %ata in Sa esForce :

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Mass ,rans$er Recor%

Ho* to go Mass ,rans$er Recor%s :

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Mass De ete Recor% in Sa esForce :

Ho* to go Mass De ete Recor%s :

www.bispsol tions.com Page .2

These are all

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(>4? :. +lic# to %elete b tton !or delete records.