After studying this topic, you should be able to:

Describe the considerations when processing records in bulk

Identify the tools available for transferring ownership or

deleting records

Determine the features used for maintaining data quality

Describe the data storage capabilities in Salesforce

 Introduction

Data can be imported, exported and transferred within Salesforce

using different tools and methods. There are various tools and methods
that ensure that data is accurate and clean and can be moved
effectively and efficiently.
 Data Management Considerations
Duplicate Management File Format
Controls whether and when duplicate records All import data files must be in CSV
06 01
can be created using matching rule criteria. format.
Duplicate jobs can be run in Lightning DATA STORAGE Salesforce Record ID
Experience Performance and Unlimited Storage is categorized into Globally unique ID that every
Edition to find and merge duplicates across the data storage and file storage. record has. Can either be 15
org. Storage limits is based on org characters or 18 characters that
Recycle Bin limits with additional the API will accept.
Deleted records are stored in the allocated on a per user basis. An External ID can be used as an
Recycle Bin for 15 days or until the 05 02
Records use data storage. alternative to the record id for
limit is reached allowing for record matching when importing or
restoration. File storage includes files in
attachments, Files, Content, updating data.
Data Quality Considerations Chatter files, Documents tab,
knowledge article files,
Mass Transfer, Update & Delete Records
The quality of data is critical for the healthy Salesforce allows for the Mass and Individual
functioning of an org. To improve data site.com assets.
04 03 Transfer of Accounts, Leads, Custom objects,
quality use org-wide standards for data approval requests, opportunity teams, update
entry, naming conventions, importing clean Addresses, and mass deletion of records.
data, using validation rules, and removing
duplicate records.
Export or Import Data Format

AVAILABLE FILE FORMATS

● Data being imported into Salesforce is required
to be in CSV format
● Exported files can be CSV, XLS, or XLSX.
Record IDs and External IDs
 Salesforce Record ID
Each record in Salesforce has a globally unique ID assigned when it is created.

15-CHARACTER ID
The 15 character case sensitive ID is displayed
in the user interface web address bar.

USING IDs in the API 18-CHARACTER ID

The API will accept either the 15 or The 18 character case insensitive ID is
18 character ID for updates, however produced by the API, e.g. Data Loader
it is recommended to use the 18 Exports and Data Export Service.
character ID.

RECORD IDs DON’T CHANGE CONVERTING 18-CHARACTER ID

The 18 character ID can be converted to
This record ID will never change even
15 characters by truncating the last 3
if it is deleted and later undeleted.
characters.
 Record ID viewed from User Interface
This is an example of the 15-character case-sensitive record ID of an Account object
record.
 Record ID generated by Reports
Reports query the database directly and always return the 15-character
case-sensitive IDs.
 Record ID from Data Loader Export
Tools like Data Loader and Data Export Services export records with the
18-character ID.
 Salesforce External IDs
An external ID is an identifier for a record from another system that is added to a
Salesforce object.

USAGE FIELD LIMIT FIELD TYPE MATCHING ID

Useful when loading or Up to 25 custom fields can External ID field type External IDs can be used
identifying data from an be used as external IDs on must be text, number or for matching when
external system. an object. email and unique. It can importing or updating
also be marked as case data.
sensitive.
 Defining an External ID
When an External ID is configured as a unique value, it can be set as case-sensitive or
case-insensitive.

Define the custom

field to store
case-sensitive
unique values only

Define the custom

field as an
identifier from an
external system
 Account field as an External ID
The custom ‘Account External Id’ autonumber field below is used for referencing the
current record to an external system.
Transfering Record Ownership
 Mass Transfer Records
Mass Transfer Records tool is used to transfer multiple records from one user to
another within Salesforce.

LOCATION
Mass Transfer Records tool is found in
the Data section from Setup.

USER PERMISSIONS RELATED RECORDS

Must be the record owner or user above In some records, related records are
in the role or territory hierarchy. transferred as well (e.g. Accounts, Leads).

IMPACT ON SHARING RULES

SYSTEM PERMISSIONS Previous record sharing rule, manual
Users with ‘Modify All Data’ or or apex managed sharing access would
‘Modify All’ can transfer any Record. be removed.
 Mass Transfer Tool
Standard and custom objects available for mass transfer are listed on the Mass
Transfer Tool.
 Mass Transfer Accounts, Leads, and Custom Objects

ACCOUNTS LEADS CUSTOM OBJECTS

Notes, Contacts, Opportunities, All open activities owned by the No related records are
and open activities owned by the current owner will be transferred transferred.
current owner will be transferred to the new owner.
to the new owner.
 Transfer of Associated Records

NOTES
When changing the record ownership, some associated items that are owned by the current record owner are
also transferred to the new owner. This is the reason why some objects are not available in the Mass Transfer
tool in Setup (e.g. Opportunity, Case, Activities).
 Mass Transfer Accounts Example
The ownership assignment, record filter, records to transfer, and other settings are
configured in the same window.

Select the new owner

for the records

Enter the criteria for

retrieving the records

Find, select, and

transfer the records
 Mass Transfer Approval Requests
Pending approval requests assigned to one user can be transferred to another.

STEP 1 STEP 2 STEP 3

Find records Mass remove Mass
that are selected transfer to
currently in an records. another
approval user.
process.
 Mass Transfer Approval Requests
Approval requests can be transferred from one user to another, or they can be
removed from the approval process.
 Mass Reassign Opportunity Teams
The mass team reassignment wizard has the options to add, remove and replace
members in opportunity teams.

NEW MEMBERS REMOVE MEMBERS CHANGE ROLES

Add an opportunity member to Remove an opportunity member Replace or change the role of an
existing opportunities. from existing opportunities. existing team member.
Mass Opportunity Team Reassign Options
Options available for updating opportunity team members.
 Select Opportunities for Reassignment
Example of a list of opportunities based on a record filter that enables a user to be
added as a team member.
 Transferring Individual Records
In Salesforce Classic, Lightning Experience, and the Salesforce App, individual records
can be transferred to other users.

USER PERMISSION OBJECT PERMISSION QUEUE AS OWNER NOTIFICATION

To transfer a record, the To receive a transferred Leads can be transferred When transferring a
user must be the record record, the user needs at to users or queues. record, the new user can
owner or a user above the least 'Read' permission on be notified by clicking the
record owner in the role associated object. 'Send Notification Email'
hierarchy. checkbox.
Transferring Individual Records

EXAMPLE
After transferring an Account, the new user will own
the following associated contents created by the
original owner:
Contacts
Open Opportunities
Notes
Contracts in Draft and in Approval Process status
Orders in Draft status
Attachments
Open Activities
Transferring Individual Records

EXAMPLE
After transferring a Contact, Opportunity, Case, or
Lead, the new user will own associated contents
created by the original owner:
Contacts
Open Opportunities
Notes
 Example of Changing an Account Record Owner
The owner of a record can be changed by clicking on the icon button placed beside the
current record owner.
 Change Record Owner on Mobile
The owner of a record can be changed by tapping on the Change Owner button
provided in the Action Bar.
The Change Owner
option is available in
the action bar of the
record detail screen
 Mass Transfer Tool Alternative
The Mass Transfer Records tool does not support all standard objects like Cases or
Opportunities. The Data Loader or Data Import Wizard can be used as an alternative.

EXPORT DATA MODIFYING IMPORT DATA IMPORT DATA

Records to be updated can be The import file can be then modified Data Loader or Data Import Wizard
exported through Data Loader or by replacing the owner ID column with can be used to import the updated
reports. The file should include the appropriate record records. Update command should
the record ids. owner ID. be used in the operation.
 Learn More

Change a Record’s Owner

Considerations for Changing a Record’s Owner

Mass Delete Records
 Mass Deleting Records
Accounts, Activities, Cases, Contacts, Leads, Solutions, Products, and Reports can
be mass deleted.

RELATED RECORDS
Related data is also deleted.

FILTERS
Filters can be used to search for the records to
delete.

PERMANENT DELETION
Records can optionally be permanently deleted,
bypassing the recycle bin.
 Related Data Deleted
Related records also gets deleted during a mass delete. Below lists those related
records by object type:

ACCOUNTS LEADS ACTIVITIES CONTACTS CASES SOLUTIONS PRODUCTS

● Account Notes Activities Child ● Contact Notes ● Case ● Solution ● Related
● Account associated events if ● Opportunities Comments Categories Price
Contacts with the the master associated ● Case associated with book
● Account leads record of a with the Activities the solution entries
Opportunities multi-pers contacts ● Case ● Case ● Related
● Account on event is ● Activities Contact associations, assets
Activities deleted. associated Roles attachments
with the associated with
contacts the solution
● Solution
history
 Mass Delete Tool
Salesforce supports mass delete for the following object records.
 Mass Delete Settings
When mass deleting records, the record criteria is defined including other settings, and
the records that need to be deleted are selected.

Define the criteria of

the records that
should be deleted

Select the records

that should be deleted
 Mass Delete Tool Alternative
Data Loader can be used as a Salesforce native alternative to mass delete records.
 Recycle Bin
Deleted records are stored in the Recycle Bin.

LOCATION STORAGE PERIOD

The Recycle Bin can be accessed in the Deleted records are stored for 15 days.
App Launcher under All Items. It can After 15 days, records are permanently
also be added to the navigation bar. deleted.

PERMANENT DELETION RECOVERING RECORDS

All items inside the Recycle Bin can Deleted records can be restored by
be permanently deleted by clicking clicking 'Restore' on the selected
'Empty Org Recycle Bin'. record.

REPORTS & DASHBOARDS DELETE A RECORD

Deleted reports and dashboards can be Records can be permanently deleted by
seen, restored, and permanently deleted clicking 'Delete' on the selected record.
from the Recycle Bin.
 Limit of Recycle Bin
Recycle Bin has a limit on the number of records.

STORAGE LIMIT
The limit on the number of records for the Recycle Bin is
calculated at 25 times the organization storage in MB.
Example limit: 2GB storage = 2000 * 25 = 50,000 records.

CONSIDERATION
If the Recycle Bin limit is exceeded, the oldest records are
automatically deleted (if they have been there for at least
2 hours).
 Recycle Bin
The Recycle Bin page shows deleted records in a list view and allows a user to perform
other actions such as creating a chart.

The Empty Org Recycle Bin button

can be used to delete all items
inside the Recycle Bin permanently

Users can manage deleted

records, including reports
and dashboards, from the
Recycle Bin
Data Quality
 Data Quality
Ensuring the quality of the data is critical to the overall health of an organization.

ESTABLISH ORG-WIDE CONSISTENCY

Organization-wide standards for data entry and
naming conventions should be established and
followed by all users to ensure quality data.

CLEAN IMPORT FILES

Before importing data, ensure the data is clean by
following org-wide standards as well as checking
for other data issues that may arise such as
matching picklist values.
 Maintaining Data Quality

ADDRESS FORMAT VALIDATION RULES DETECT DUPLICATES MERGING RECORDS

Mass Update Addresses Validation rules are used Duplicates can be Records considered as
can be used to ensure to enhance data quality by automatically detected duplicates can be
standardized country and ensuring users meet org through duplicate rules or optionally merged.
state/province fields such standards for data entry. jobs.
as the official two-digit ISO
codes.
 Validation Rules
Validation rules improve data quality by ensuring that field values of a record meet
certain criteria before the record is allowed to be saved in the org.

This validation rule requires

a user to enter a reason
when an opportunity is lost
 Mass Update Addresses
Using the Mass Update Addresses tool, address fields such as Country or State can be
updated for all records that use standard address fields.

Select the country values

that need to be replaced

Enter the new value to

replace the old values with
Mass Update Multiple Country and State / Province Values
This tool is used to set a standard for address fields when there can be variations in
spelling or acronyms for country and state / province values.
 Salesforce Duplicate Management
Duplicate Management controls whether and when duplicates can be created.

LOCATION CUSTOMIZABLE
Duplicate Management is accessed Allows logic to be customized to
under Data in Setup. identify duplicates.

MATCHING RULES ACTIONS

Uses matching rules to define the Duplicate rules define what happens
criteria to compare records and to duplicate records found. These
identify possible duplicates, rules can allow or block a duplicate
returning a list of possible duplicates. record to be saved.

TECHNOLOGY USED REPORT ON DUPLICATES

Uses Data.Com technology but does not Reports can be created based on
require a Data.Com license. duplicates that have been allowed to be
saved.
 Duplicate and Matching Rules
Duplicate rules work together with matching rules to prevent users from creating duplicate
records. Salesforce has provided standard rules as well as the ability to create custom ones.

MATCHING RULE
A matching rule determines whether the record a
user is creating or updating is similar enough to
other records to be considered a duplicate.

DUPLICATE RULE
A duplicate rule tells Salesforce what action to
take when duplicates are identified.
 Example of Creating a Matching Rule
This example matching rule determines when contacts should be identified as
duplicate records.
 Activate the Matching Rule
Activating a matching rule creates match keys which are codes based on the fields
referenced in a matching rule and applied to existing records.

MATCH KEY
The activated matching rule will then be able to
compare a single record to all existing records
with the same “match key”.
 Activate the Matching Rule
A matching rule will need to be activated first before it can be used in a duplicate rule.
Example of Creating a Duplicate Rule for Contacts
This is an example of a custom duplicate rule for Contacts.
 Selecting Record-Level Security
Record-Level Security options determine whether what records will be processed by a
duplicate rule.

ENFORCE
The matching rule compares only records that the
user has access to, and the resulting list of possible
duplicates includes only records the user has
access to.

BYPASS
The matching rule compares all records,
regardless of user access, but the resulting list of
possible duplicates includes only records the user
has access to.
 Alert and Report Options
Alert and Report options are available when a duplicate record is allowed to be
created.
 Cross-Object Duplicate Rule
Matching rules for an object can be added to a duplicate rule of a different object to
help in widening the scope duplicate record identification.
 Detecting Potential Duplicates
Matching rules on a duplicate rule or job finds and handles duplicates in Salesforce.

STEP 1 STEP 2 STEP 3

Records are A Duplicate Sets and/or
compared and Rule or Job Reports are
duplicates are handles used to list all
then detected duplicates and Duplicates
by a Matching notifies users. found.
Rule.
 Example of Detecting Potential Duplicates
Detected duplicates can be viewed from the Potential Duplicates component
in a record.
 View and Merge Duplicates
The Potential Duplicate wizard will guide the user to the view, comparison and merge
process.
 Comparing Records
Before merging, there is an option to choose one record as the master, and select the
field values that should be kept.
 Merging Duplicates
After confirming merge choices, the user will be notified of the successful merging.
Merged records cannot be reversed.
 Duplicate Rules Considerations

REPORTS
Create reports based on duplicates
users create.

ACTIVATE MATCHING RULES AVAILABILITY

In order to create or use duplicate Available for Accounts (Business and
rule, all related matching rules must Person), Contacts, Leads and Custom
be active. Objects.

PERSON ACCOUNTS AVAILABLE ON MOBILE

Person Accounts will be considered Duplicate rules can also be run on the
when looking for duplicate accounts. Salesforce Mobile App.
However, a Person Account cannot be
merged with a Business Account or
vice-versa.
Conditions for Duplicate Rules

DUPLICATE RULES
Duplicate rules won’t run when records are:
Created with quick create or via
Community-self-registration
Restored with undelete

Added with Lightning sync

Manually merged
 Duplicate Jobs
Duplicate Jobs are used in Lightning Experience Performance and Unlimited Edition with
standard or custom matching rules to scan existing accounts, contacts, or leads for duplicates.

FIND DUPLICATES RUNNING JOBS CONSIDERATIONS AVAILABILITY

Duplicates can be found A duplicate job can be run Duplicate jobs can be run It is only available for
across the org by using by navigating to on custom objects, but it’s Performance and
Duplicate Jobs. ‘Duplicate Jobs’ in Setup. not possible to compare Unlimited editions.
and merge duplicate
records.
 Duplicate Record Set
A duplicate record set is a list of items identified as duplicates.

REPORTS
Duplicate record reports can be used to share the
results of duplicate jobs.

MERGING
Lightning Experience users can be granted access to
duplicate record sets to allow them to merge
duplicates.
 Duplicate Jobs
Multiple jobs can be scheduled to run to find duplicate records from different objects
in the org.
 New Duplicate Job
When creating a new duplicate job, an object is selected, and then a matching rule
needs to be specified for identifying duplicate records.
 Data.Com Clean
Data.Com Clean is a tool for updating Contacts, Leads and Account (Business only)
records by matching them with Data.Com database records.

IMPLEMENTATION
JOB LICENSES
Once enabled, it needs to be implemented
Automated jobs are only available with
either manually, when a user selects
Data.Com Clean license. Manual jobs
which records to update or automatically,
can be done by any user in an org with
when a Clean job attempts to update all
Data.Com Prospector license.
existing account, lead and contact
records.

Data.Com MATCH API

Data.Com Match API uses D-U-N-S and
other key fields to match contact and
company records to Data.Com database.
 Other Tools for Managing and Updating Data

NOTE
Data.com Clean and Data.com Prospector will be retired on July 31, 2020. The licenses of these products
cannot be renewed after July 31, 2019.
Data Storage
 Storage Usage
Storage usage in the org is categorized into Data Storage and File Storage. In addition,
Big Objects are also counted in the storage.
 Storage Types
Storage Allocation is determined per Salesforce edition and number of standard
licensed users in the organization.

DATA STORAGE FILE STORAGE

Data storage stores records, e.g. Accounts, File Storage stores files, e.g. Attachments, Images,
Opportunities, Leads and Custom Objects. and Documents.
Most records use 2KB of data storage. Some CRM content feature licenses provide another
exceptions are Person Accounts 4KB, Campaigns 512MB file storage per user.
8KB. Example: 100,000 account records will use
200MB of data storage.
 Big Object Storage
Massive amounts of Salesforce platform data can be stored using Standard or
Custom big objects.

BIG OBJECT STORAGE ALLOCATION

The storage allocation limit on big object records
is usually enforced contractually.
Storage Usage Considerations

ENTERPRISE EDITION
Minimum storage allocated for Enterprise: 10GB
data storage and 10GB for files.

ADDITIONAL STORAGE
Additional storage is allocated on a per user basis,
20MB per user for data and 2GB for file storage.

STORAGE LIMIT EXCEEDED

If storage is exceeded, an error message will display
when saving a record.
 Storage Usage Details
The data and file storage usage tables show usage by record type, record count,
storage consumed and the percentage relative to the org’s overall storage capacity.
 Top Users by Storage Type
Other information are provided on the Storage Usage page such as top users based on
the type of storage used.
 Learn More

Locate the Unique ID of a Record in Salesforce

Use Data.com Clean to Clean Individual Account Records in Salesforce Classic

Mass Transfer Records

Manage Duplicate Records

Identifying Duplicate Records with Matching Rules - Salesforce Classic

Use Matching Rules to Hunt Down Duplicate Records

Take Control of Duplicates - Lightning Experience

 Learn More

Create Reports on Duplicate Records

Duplicate Management

Data Quality

Manage Duplicates Globally

Recycle Bin