An Introduction to Salesforce Data Management Tools

In Salesforce, there are three (3) tools to upload, update, and delete data in bulk. These tools include:

1. Data Import Wizard
2. Data Loader
3. dataloader.io

Each of these tools, while they all perform the same tasks, they function a little differently and some users may prefer to use one over another.

Caution: Using these tools to modify your Salesforce data will be permanent and your data changes cannot be reversed.

Before Using Data Management Tools

Important information that you will need to know before using any of these tools is:

• The Salesforce Object Name and/or API Name
• The Object Field Name(s) and/or API Name(s)

To Find the API Name of an Object:

1. Go to Setup.
2. Click Object Manager.
3. Locate the object name.
4. Check the API Name column.

To Find the API Names of a Field:

1. Go to Setup.
2. Click Object Manager.
3. Locate and click the object.
4. In the left sidebar, click Fields & Relationships.
5. Locate the Field Label.
6. Check the Field Name column name value.

These are necessary to know because these make up the structure of how all of your Salesforce data is being stored and how it can be used in the Change Machine App. An Object is similar to a database table and the Object Fields contain each piece of information related to that table. For example, if you had a list of Customer Names and their Addresses, you would want to store this information under the Contact Object and use the Contact Name and Address Fields to store each piece of information related to each Customer.

If you are uploading or upserting data into Salesforce, you will need to organize the data in a similar manner as the Object your data will be imported into. Create a CSV (comma-separated value) file using Google Sheets, Microsoft Excel, or another similar spreadsheet program. Each data management tool imports and exports CSV files only.

The best way to format your data in a table format with your Fields as the name for each column (ideally in the top row) and all data listed in each subsequent row (rows are numbered).

The example below shows how to format your CSV file.

Save your file after editing your data.

First Name	Last Name	Street	City	State	Zip Code
Jack	Fake	123 Main St	New York	NY	11354
Sally	Fake	23 Oak Lane	Los Angeles	CA	90049

Visit this website to view Salesforce recommended steps before importing data into Salesforce. We recommend the following videos:

• Data Import: Choosing the Right Tool
• Data Import: Clean Up Your Import File
• Data Import: Clean and Prepare Your Data Using Excel
• Data Import: Best Practices for Importing Data

Data Import Wizard (Salesforce Information)

The Data Import Wizard has the following features:

• Free to use.
• Import or update up to 50,000 records at a time.
• No software needed run.

You can find the Data Import Wizard from Setup and search Data Import Wizard in the Quick Find box.

You can use this tool to easily import or update data in bulk. To use this tool, find the name of the Object that your data is related to in the list of Objects.

Note: You will not be able to add or update Activities using this tool.

After selecting your Object, choose if you want to add new, update, or add new and update data.

Note: If you are updating data, you will need the fifteen (15) digit Record ID for the data (Ex. Contact, Account, etc) you are trying to update. You can run a report to pull data from an Object and include the ID(s) for each record. Click here to view the Salesforce Help Article about locating a Record ID.

You can then upload your CSV file to perform the selected action. You will also see on the following page if your data action was successful or not.

Data Loader (Salesforce Information)

The Data Loader has the following features:

• Free to use.
• Importing and exporting between 5,000 and 5,000,000 records.

To use the Data Loader, you must download and install software to use it. Click the links below for installation instructions from Salesforce:

• Windows: Installation Instructions
• Apple: Installation Instructions

Using Data Loader:

After downloading and installing Data Loader, you will see the above windows upon opening it. Choose which action you want to perform to modify your data. You must log into Salesforce using your username and password and give Data Loader permission to access Salesforce.

Actions you can perform with Data Loader:

• Insert: add new data
• Update: modify existing data
• Upsert: add new and modify existing data
• Delete: permanently delete existing data
• Export: export (but not delete) specific data
• Export All: export (but not delete) all data

Inserting, Updating, and Upserting Data:

After logging in, you will be able to choose the Object you want your data to be related to. You will be asked to upload your spreadsheet of data to be added or modified. Then you will need to match the fields of your spreadsheet to the fields in the Object. This is called "mapping."

When using the spreadsheet example from above, you would map your fields similarly:

First Name	Last Name	Street	City	State	Zip Code
Jack	Fake	123 Main St	New York	NY	11354
Sally	Fake	23 Oak Lane	Los Angeles	CA	90049

NOTE: Your spreadsheet column is listed first and an example of the Contact object Fields is listed second.

• First Name = FirstName
• Last Name = LastName
• Street = MailingStreet
• City = MailingCity
• State = MailingState
• Zip Code = MailingPostalCode

Note: These examples may not show exactly what you will see in Salesforce.

After mapping your Fields, Data Loader will produce two (2) CSV files that show whether your action has been successful or has failed. You will be asked where you want to have those files saved on your computer.

Deleting or Exporting Data:

Using Data Loader to delete or export data is similar to the above instructions. However, you will not be asked to upload a spreadsheet of data to perform these actions. Also, when exporting data, you will see a screen where you can choose what Object Fields of data you would like to see and you can filter the data results using various parameters.

You will be asked where to save the CSV files that detail the success or failure of your action.

dataloader.io (Salesforce Information)

dataloader.io has the following features:

• Offers free and paid plans of usage.
• Free to import/export up to 10,000 records per month.
• No software needed run.

You can find dataloader.io from Setup and search dataloader.io in the Quick Find box.

To use dataloader.io, you will need to connect dataloader.io to your Salesforce instance by logging in using you Salesforce username and password. You will be prompted to do so after clicking Login with Salesforce.

After logging in, the dataloader.io homepage, which has documentation and tutorial videos about how to use dataloader.io. To start perform a new action, click New Task and choose which action you would like to perform.

Functionality is similar to using the Data Loader in that you choose your action, choose the Object that your data will pull from or be inserted to, and seeing the results of your data.

Actions you can perform in dataloader.io:

• Import (see the image below)
  • Insert
  • Upsert
  • Update
• Export data
• Delete data

Here is a recommended training module created by Salesforce about Data Modeling (estimated 45 minutes) that you can complete to get more information about how data is data. Below are the lessons within this module:

• Understand Custom & Standard Objects (estimated 15 minutes):
  • Describe the perks of using objects on the Salesforce platform.
  • Explain the difference between standard objects and custom objects.
  • List the types of custom fields an object can have.
• Create Object Relationships (estimated 15 minutes):
  • Define the different types of object relationships and their typical use cases.
  • Create or modify a lookup relationship.
  • Create or modify a master-detail relationship.For more information about the data management Tools, view the Salesforce Documentation: Import Data Into Salesforce.

Here is a recommended training module created by Salesforce about Data Management (estimated 40 minutes) that you can complete to get more information about importing and exporting data. Below are the lessons within this module:

• Import Data (estimated 30 minutes):
  • Explain the difference between report charts and dashboards.
  • Create a dashboard and underlying report.
• Export Data (estimated 10 minutes):
  • Describe and compare the two methods of exporting data from Salesforce.
  • Export data manually using the Data Export Service.
  • Set up automatic export of data on a weekly or monthly schedule.