Today, Salesforce is a top-rated and most popular CRM used for transforming businesses across the globe. It provides a number of tools and functionalities to help us deliver the best and personalized service to the customers. In order to use Salesforce, one must know how to update, migrate and export data from Salesforce efficiently. There are a number of tools that Salesforce Administrations and developers can use to import data within Salesforce. These tools are available in both Salesforce Classic and Salesforce Lightning editions.
Salesforce offers two main tools for importing external data into Salesforce.
Data Import Wizard – Salesforce provides an in-built Data Import wizard that is accessible through the Setup menu and can help you to import accounts, campaign members, person accounts, leads, custom objects, and contacts. This wizard is a step-by-step process that can take data to your desired location and displays error messages to change the potential duplicates of records.
It provides an easy interface and self-explanatory wizard to load the data into Salesforce. You can perform import operation from this wizard but delete and insert operations cannot be performed through this wizard. Data import wizard doesn’t allow to load the duplicate records and all fields can be individually mapped by this wizard within Salesforce.
Data Loader – Data Loader is the best efficient tool that is used to move data rapidly into the platform. The tool provided by Salesforce helps perform insert, update and delete operations on Salesforce records. It enables you to interact with your data within Salesforce across all objects.
Data loader can help in various ways such as:
- Inserting data from one system to another upon the initial implementation of Salesforce
- Updating bulk records with new data
- Deleting bulk records that aren’t required anymore
- Exporting data to other systems
- Create a backup of previous data
In the process of data importing, Data loader reads, extracts, and loads data from Comma separated value (CSV) files or from database connections. While in the process of data exporting, the output is CSV files.
We can use Data loader in these two ways:
- Command line
- User Interface
Features of the Data Loader
- Easy-to-use tool to offer a great interaction with data.
- Command line interface for performing automated operations.
- Support and manage the excess amount of data.
- Drag-and-drop functionality is used for mapping fields.
- It can be used to streamline data in both Salesforce and Database.com.
- Error log files in CSV format.
Key Differences between Data Import Wizard and Data Loader
Things to follow before importing Salesforce Data
- Use existing software for exporting a file.
- Clean up the import file for data consistency and accuracy in order to update data to highlight the duplicates, remove unnecessary information, correct spelling and resolving errors.
- Compare your data fields with Salesforce fields for importing data into it and verify that it can be mapped into suitable Salesforce fields.
- Perform any configuration changes if required in Salesforce to manage the imported data. Changes you might need to perform are: create new custom fields, add new value to picklists, or deactivate workflow rules temporarily.
Steps to import Data using Data Import Wizard
Step 1: Login into Salesforce.
Step 2: From Setup, enter “Data Import Wizard” in the Quick Find box, then select Data Import Wizard.
Step 3: Click on the Launch Wizard button.
Step 4: Select the type of data that you like to import. Click on Standard Objects tab to import accounts, contacts, leads or Click on Custom Objects to import custom objects.
Step 5: Choose the operation you need to perform- To add new records to Salesforce, update existing records, or add new records and update existing ones.
Step 6: Select the data file you want to import data
Step 7: Click Next. A page appears where you can map the data fields in the CSV file to Salesforce data fields.
Step 8: Click Map to the left of each un-mapped field.
Step 9: Choose the Salesforce fields you want to map to and click Map.
Step 10: To change the mappings, click Change to the left of the mapped field, then select the Salesforce fields you want to map to and click Map.
Step 11: Click Next.
Note: Check your imported information. If any un-mapped fields are still remaining that you want to import, you can click Previous to return to the previous page and specify your mappings.
Step 12: Click Start Import.
Note: You can see the status of your import- From Setup, enter “Bulk Data Load Jobs” in the Quick Find box, then select Bulk Data Load Jobs.
Insert, delete and update operations by Salesforce Data Loader
Log in to your salesforce
Go to setup-> Data management ->data loader
Download Data Loader in your machine.
To log in to the data loader choose any operation and log in by providing credentials. If you are log in to Production you need to provide “Password+security token” in the password field.
The main operations you can carry out with the Data Loader
Insert – Insert new records into Salesforce
Update – Make changes to existing records within Salesforce
Upsert – Updates a record if it already exists, or inserts a new record
Delete – Deletes records from the system
Hard Delete – Delete option stores information in the Recycle Bin for a limited period, Hard Delete will remove permanently
Export – Export information from the system into a CSV format
For Inserting records
Step 1: Click on the insert button and login with your credentials and provide “your org password + security token”.
Step 2: Click on NEXT
Select the object you want to insert the records and choose the .csv file you want to upload.
Note: Data loader allow only .csv files.
Step 3: Map the fields using drag and drop features.
Step 4: Click on ok or save the mapping
Step 5: Click on NEXT and then click on Finish.
After inserting the records it will display error files and success files.
For updating records
Step 1: Click on the update option and log in.
Step 2: Select the CSV file contains updated records with IDs and select the object and complete the operation.
For Exporting the data
Step 1: Click on the export button and login with your credentials.
Step 2: Select the object you want to export data and specify the folder where you want to save the exported file.
Step 3: Finish the operation.
For deleting the data
Step 1: Click on the delete button and login with your org credentials.
Step 2: Select the object you want to remove the data. And select the CSV files with record IDs you want to remove.
Step 3: Map the ID field and then complete the operation.
For Hard Delete
Hard delete means deleting the data permanently from the Org. That means data will not be stored in recycle bin.
To enable this button you need to enable bulk API. To enable the bulk API button
Go to data loader settings and then enable the bulk API checkbox.
After using Data Loader, a window will appear that will show the results about how many new records created, updated or deleted, depending on what operations you want to perform.