Salesforce : Data Import

Sales force offers two main methods for importing data :

 1. Data Import Wizard :

a. This tool , accessible through the Setup menu.
b. lets you import data in common standard objects , such as contacts , leads, accounts, as well as data in custom objects.
c. It can import up to 50 000 records at a times

 2. Data Loader :

a. This is client application that can import up to five million records at a time, of any data type , either from files or a database connection.
b. It can be operated either throught the user interface or the command line.


 Use Data Loader When:

1. You need to load 50,000 to five million records. If you need to load more than 5 million records, we recommend you work with a Salesforce partner or visit the AppExchange for a suitable partner product.
2. You need to load into an object that is not supported by the Data Import Wizard.
3. You want to schedule regular data loads, such as nightly imports.
4. Follow these steps before you start importing any data.
5. Use your existing software to create an export file.
6. Clean up the import file for accuracy and consistency. This involves updating the data to remove duplicates, delete unnecessary information, correct spelling and other errors, and enforce naming conventions.
7. Compare your data fields with the Salesforce fields you can import into, and verify that your data will be mapped into the appropriate Salesforce fields. You might need to fine-tune the mapping before starting the import. 
8. Make any configuration changes required in Salesforce to handle the imported data. For example, you might need to create new custom fields, add new values to picklists, or temporarily deactivate workflow rules.

Data Import : Cleaning + Preparing Data using Excel

• Sort & Filter : Find duplicates. Isolate data to standardize name , format.
• Locate duplicates.
• Isolate certain groups of data.

• To Apply naming conventions
• To Apply phone or address formatting
• To find blanks + identify incomplete records
• Vlookup : Match values between data sources.
• Match Salesforce user IDs to record owners.
• Match parent record IDs to child records
• Paste Special --- as values : Replace formulas with values
• Cells can contain formulas
• Formulas are dependant on the cells they reference.
• Paste Special ..... as values lets you replace formulas with their values
• Format Cell : Remove leading zeros from number values
• Find + Replace : Enforce consistency , remove unwanted spaces , symbols.
• Concatenate : combine separate fields into one (area code and phone)
• Text to Columns : Separate a single field into two
• Save as .csv : Convert Excel into format for import.

Steps : 

1. In the Quick Find , Enter Data Import wizard and Data Import Wizard. 

2.Click Launch Wizard.

3.Selection of data for import .

• Select Standard or Custom object (as Requirement ).
• Specify whether you want to add new records to Salesforce, update existing records, or add and update records simultaneously.
• Specify matching and other criteria as necessary.
• Specify the file that contains your data 
• Choose a character encoding method.
• Click Next
• Map you data fields to Salesforce data fields
• Review and start import
• Check import status (Bulk data Load Jobs)

Tips :

• With both methods, the number of records you can import depends on your permissions, the type of data you’re importing, and the overall data storage limits for your organization. The type of objects you can import depends on your edition.
• Data Loader uses the SOAP API to process records. For faster processing, you can configure it to use the Bulk API instead. The Bulk API is optimized to load a large number of records simultaneously. It is faster than the SOAP API due to parallel processing and fewer network round-trips.
• Salesforce recommends you import using a small test file first to make sure you’ve prepared your source data correctly.
• The user who starts the data import receives a status email when the import is completed.