Salesforce Course Material (Theoretical and Practical)

Salesforce (Wave Analytics & Data Management (Data Loader, Data Wizard,
Duplicate Rules, Mass Transfer, Deletion , Assignment)
4
Wave Analytics
Wave analytics is a new cloud based analytic tool that will help you to create powerful reports and dashboards
from large amount of enterprise data .The data may be inside SFDC or may reside in external system

Report
A report is a list of records that meet the criteria you define. It’s displayed in Salesforce in rows and columns,
and can be filtered, grouped, or displayed in a graphical chart.
Types of Report:

Report Type Description

This is the most basic report. It displays just the row of records in a table like format with grand total.
Tabular Tabular reports cannot be used for generating dashboards.

This is the most commonly type of report. It allows grouping of rows of data. It supports sorting and
displaying subtotals. For example in a recruiting app, a summary report could be used to display
Summary open positions classified by department name.

This is the most complex report format. Matrix report summarizes information in a grid format.
Matrix Matrix reports allow records to be grouped by both columns and rows.

Joined reports let you create multiple report blocks that provide different views of your data. Each
block acts like a “sub-report,” with its own fields, columns, sorting, and filtering. A joined report can
Joined even contain data from different report types

Report Limits, Limitations, and Allocations

• The report builder preview shows a maximum of 20 rows for summary and matrix reports, and 50
rows for tabular.
• You can't have more than 250 groups or 4,000 values in a chart. If you see an error message
saying that your chart has too many groups or values to plot, adjust the report filters to reduce the
number. In combination charts, all groups and values count against the total.
• Reports display a maximum of 2,000 rows. To view more the rows, export the report to Excel or
use the printable view for tabular and summary reports. For joined reports, printable view displays
a maximum of 20,000 rows. Printable view is only available in Salesforce Classic.
o Summary and matrix reports display the first 2,000 groupings when Show Details is
disabled.
o Matrix reports display a maximum of 400,000 summarized values.
o Matrix reports display a maximum of 2,000 groupings in the vertical axis when Show
Details is disabled. If there are more than 400,000 summarized values, rows are removed
until the 2,000 groupings limit is met, then columns are removed until the number of
summarized values moves below 400,000.

1
Capital Info Solutions
Shyamala Plaza, Behind Mythrivanam, Amerpet, Hyderabad, Telangana State, INDIA. Ph: 8686864286
 o Matrix reports that return more than 2,000 rows don't show details. If you click Show
Details, nothing happens. You can only view the report with details hidden.
• Up to five metrics display in the Lightning Experience report header. Metrics such as summarized
fields appear in the order that they appear in the report, left to right. The grand total, when shown,
always displays.
• When reports that have groupings are viewed in the Salesforce app, they’re converted to tabular
reports.
• By default, reports time out after 10 minutes.
• In a joined report, each block can have up to 100 columns. A joined report can have up
to 5 blocks.
• You can add up to 10 custom summary formulas to each block in a joined report. A joined report
can have a total of 50 custom summary formulas.
• Each joined report can have up to 10 cross-block custom summary formulas.
• When you filter on standard long text area fields, such as Description or Solution Details, only the
first 1000 characters of the field are searched for matches in reports.
• The first 999 characters in a rich text area or a long text area are displayed in a report.
• Summary fields on tabular, summary, and matrix reports can display up to 21-digits.
• Reports can’t be filtered on custom long text area fields.
• Joined reports require that the new user interface theme is enabled. Users without the new theme
are unable to create, edit, or run joined reports.
• Forecast reports include only opportunities that are set to close within the forecast period, except
those assigned to the Omitted forecast category.
• Internet Explorer 6 is not supported for joined reports.
• Acceptable range for values: The maximum value allowed is 999999999999999. The minimum
value allowed is -99999999999999.
• Each person in your org can subscribe to up to 5 reports.
• Up to 500 individual recipients can be added. A recipient is a user, role, or group.
• If a role or group contains more than 500 users, some users might not receive the updated report.
• The State/Province picklist filter converts the selected state/province to a two-digit code (example:
MO for Missouri). If a state/province in another country covered by the report has the same code
(example: MO for Morales, Mexico), filtering on one of the states/provinces may return data for the
other.
• In Lightning Experience, embedded report charts display the source report table’s groupings, not
the report chart’s. In Salesforce Classic, embedded report charts display the source report chart's
grouping, not the report table's groupings.

Practical/Lab Task 1
Creating Report
01. Click on Report Tab. Click New Report
02. Choose a report type, then click Continue
03. The report opens in edit mode, and shows a preview.
04. To add a column to your report,
a. Choose a field from the Add column... picklist.
b. Alternatively, expand the Fields pane, then drag-and-drop a field onto the Columns list or directly onto the
report preview.
05. To remove a column from your report,
a. From the Columns list, find the column you want to remove. Then click .
b. Alternatively, from the preview pane, find the column you want to remove. Click | Remove Column.
2
Capital Info Solutions
Shyamala Plaza, Behind Mythrivanam, Amerpet, Hyderabad, Telangana State, INDIA. Ph: 8686864286
 c. To remove all columns from your report, from the Columns list, click .
06. To summarize a column in your report,
a. From the preview pane, find the column you want to summarize. Click | Summarize.
b. Choose how you want to summarize the column: Sum, Average, Max, Min.
07. To group records in your report,
a. Choose a column from the Add group... picklist under GROUP ROWS.After grouping a row, you can group a
column by choosing a column from the Add group... picklist under GROUP COLUMNS. Group up to 2 rows
and 2 columns.After grouping records by a date field, you can also customize date granularity. First select
the date field you want to group your report by. Then, for Group Date By..., apply a calendar or fiscal period.
b. Alternatively, drag-and-drop a column from the Columns list or from the preview pane onto the GROUP
ROWS or GROUP COLUMNS list.
c. Alternatively, from the preview pane, find the column you want to group. Click | Group Rows by This
Column (or Group Columns by this Column).
08. To filter records from your report, click FILTERS
a. To add a field filter, choose a field from the Add filter... picklist.
b. To edit a filter, including standard filters, click the filter.
c. To remove a filter, click the icon on the filter.
09. To add a chart, first add at least 1 group, then click Add Chart. A chart appears. To customize the chart, click .
Change the chart type, color palette, and more.

a. To show or hide the chart, click .

b. To remove the chart, click | Remove Chart.
10. Click Save.
11. To view complete report results, click Run.

Dashboard
A dashboard shows data from source reports as visual components, which can be charts, gauges, tables,
metrics, or Visualforce pages.
Dashboard Editor : The Dashboard Editor is a visual, drag-and-drop tool which you use to create dashboards
and edit existing ones. The Dashboard Editor is where you add, edit, and arrange dashboard components.
To launch the Dashboard Editor, click New Dashboard.

Dashboard Limits, Limitations, and Allocations

• A dashboard filter can have up to 50 values.
• Each dashboard can have up to 20 components.
• It’s not possible to filter on bucket fields. However, it is possible to use a report filtered on a bucket
field on the dashboard page.
• A dashboard table or chart can display up to 20 photos.
• You must wait at least one minute between dashboard refreshes.
• Each person in your org can subscribe to up to 5 dashboards.
• Up to 500 individual recipients can be added. A recipient is a user, role, or group.
• If a role or group contains more than 500 users, some users might not receive the updated
dashboard.
3
Capital Info Solutions
Shyamala Plaza, Behind Mythrivanam, Amerpet, Hyderabad, Telangana State, INDIA. Ph: 8686864286
 • Downloaded and shared images of dashboard component tables have a maximum height of 3000
pixels or approximately 100 rows. Additional rows beyond the limit are clipped. To avoid clipping,
filter the chart to fewer than 100 rows.
• For funnel charts, the total value is not included in subscription emails.

Practical/Lab Task 2
Creating Dashboard
01. Click on Dashboard Tab
02. Click On New Dashboard . Enter Name , Description and Select Folder to save.
03. Click on Add Component . Select the report. Select the Graph Type. Click Add.
04. Repeat step 3 as per business requirement.
05. Click on Done and Save.
06. Run the dashboard from Dashboard Tab.

Data Management
Data Loader : Data Loader is a client application for the bulk import or export of data. Use it to insert, update, delete,
or export Salesforce records. When importing data, Data Loader reads, extracts, and loads data from comma-separated
values (CSV) files or from a database connection. When exporting data, it outputs CSV files.
Data Loader features:

• An easy-to-use wizard interface for interactive use

• An alternate command-line interface for automated batch operations (Windows only)
• Support for large files with up to 5 million records
• Drag-and-drop field mapping
• Support for all objects, including custom objects
• Can be used to process data in both Salesforce and Database.com
• Detailed success and error log files in CSV format
• A built-in CSV file viewer
• Support for Windows and Mac
Use Data Loader when:

• You need to load 50,000 to 5,000,000 records. Data Loader is supported for loads of up to 5 million records. If you
need to load more than 5 million records
• You need to load into an object that is not yet supported by the import wizards.
• You want to schedule regular data loads, such as nightly imports.
• You want to export your data for backup purposes.
Use the import wizards when:

• You are loading less than 50,000 records.

4
Capital Info Solutions
Shyamala Plaza, Behind Mythrivanam, Amerpet, Hyderabad, Telangana State, INDIA. Ph: 8686864286
 • 5 object import is supported by import wizards.
• You want to prevent duplicates by uploading records according to account name
and site, contact email address, or lead email address.
Mapping Rules :

• Both attributes must use the same data type.

• The length of the target attribute must be equal to or greater than the source
attribute.
• You can specify an attribute as the target value only one time. However, you
can map an attribute from the source entity to multiple target schema names.
Data Loader Actions :

• Insert – Gives you the ability to insert new records into Salesforce
• Update – Enables you to make changes to existing records inside of Salesforce
• Upsert – Combines the above options, updates a record if it already exists, or if
not, inserts it
• Delete – Deletes records from the system
• Hard Delete – While the delete option stores information in the Recycle Bin for
a limited period, Hard Delete will remove straight away
• Export – Export information from the system into a CSV format
• Export All – While Export only extracts “live” records, Export All will also remove anything that is in the recycle bin
as well as anything that has been archived (Some records are archived after a period of time such as tasks)

Practical/Lab Task 3
Upload/Download Using Dataloder
01. Download ZuluJDK 13 MSI from https://www.azul.com/downloads/ and Install
02. Download Apex Data loader from Setup >Integration>Dataloader (Windows Version) and Install it
03. Click on you profile icon > Setting > Under Personal Information > Select ‘Reset my security Token’. Click on Reset
Security Token.
04. Check you email address for Security Token.
05. Double click on data Loader Icon on your Desktop to open.
06. Click Insert and Click on Password Authentication . Enter username and Password followed by security token
(Without space) and Click Login
07. Click Next. Select the Object you want to load the data

Data Import Wizard

The Data Import Wizard makes it easy to import data for many standard Salesforce objects, including accounts, contacts, leads,
solutions, campaign members, and person accounts. You can also import data for custom objects. You can import up to 50,000
records at a time.

50,000 Record at a time via the Data Import Wizard

5
Capital Info Solutions
Shyamala Plaza, Behind Mythrivanam, Amerpet, Hyderabad, Telangana State, INDIA. Ph: 8686864286
 Practical/Lab Task 4
Upload Using Upload Wizard
01. Prepare your data for import and create an import file in CSV format
02. Start the wizard. From Setup, enter Data Import Wizard in the Quick Find box, then select Data Import Wizard.
03. Choose the data that you want to import . To import accounts, contacts, leads, solutions, person accounts, or articles,
click Standard Objects. To import custom objects, click Custom Objects. Click Next.
04. Map your data fields to Salesforce data fields. Click MAP against the field and choose the Coolum you want to map. Click
Next and Click Start Import.

Choosing a Method for Importing Data

Learn about your options for importing data into Salesforce.

TOOL EDITIONS NUMBER OF IMPORT EXPORT INTERNAL OR ADDITIONAL INFORMATION

SUPPORTED RECORDS YOU EXTERNAL TO
CAN IMPORT OR SALESFORCE
EXPORT

All, except An in-browser wizard that imports

Personal and your org’s accounts, contacts,
Data Import Database.com leads, solutions, campaign
Wizard Editions Up to 50,000 Yes No Internal members, and custom objects.

Enterprise,
Unlimited,
Performance, Data Loader is an application for
Developer, and the bulk import or export of data.
Database.com Between 5,000 Use it to insert, update, delete, or
Data Loader Editions and 5 million Yes Yes External export Salesforce records.

Dataloader.io is a cloud-based
All, except Varies by data import tool powered by
dataloader.io Essentials Edition dataloader.io plan Yes Yes External Mulesoft.

MuleSoft – Data Loader.IO

Practical/Lab Task 5
Upload Using Data Loader .IO (Mulesoft)
Use dataloader.io to import, export, and delete unlimited data in Salesforce. Its paid/License software from MuleSoft.
01. Setup > Integration > Dataloader.io and Click on Lauch Dataloader.io or Visit https://dataloader.io/
02. Creating an Import Task . Click New Task on the top menu bar. Select Import.

6
Capital Info Solutions
Shyamala Plaza, Behind Mythrivanam, Amerpet, Hyderabad, Telangana State, INDIA. Ph: 8686864286
 03. Select your Connection, Operation, and Object . Click Next
04. Upload your file, Click Next
05. Map your fields, Click Next to insert.

Data Export
You can use the Data Loader export wizard to extract data from a Salesforce object. . Export files are available to download for 48
hours after completion.

Practical/Lab Task 6
Data Export
1. From Setup, enter Data Export in the Quick Find box, then select Data Export and Export Now or Schedule Export.
a. The Export Now option prepares your files for export immediately. This option is only available if enough time has
passed since your last export.
b. The Schedule Export option allows you to schedule the export process for weekly or monthly intervals.
2. Select the desired encoding for your export file.
3. If you want images, documents, attachments, and so on included in your data, select the appropriate options.
4. Select Replace carriage returns with spaces to have spaces instead of carriage returns or line breaks in your export files. This
is useful if you plan to use your export files for importing or other integrations.
5. If you're scheduling your export, select the frequency (only available for organizations with monthly exports), start and end
dates, and time of day for your scheduled export.
6. Under Exported Data, select the types of data to include in your export. We recommend that you select Include all data if
you’re not familiar with the terminology used for some of the types of data.
7. Click Start Export or Save.

Duplicate Management
If a record duplicates other records, you can alert sales reps when they open the record in Lightning Experience. Activate duplicate
rules and add alerts to page layouts. In orgs created in Summer ’17 and later, standard duplicate rules and the Potential Duplicates
component are set up and activated for business accounts, contacts, and leads. To use duplicate rules and the Potential Duplicates
component for person accounts, first enable person accounts.

Rules for Identifying Duplicates

Matching rule The matching criteria to identify duplicate records.

Salesforce comes with three standard matching rules: one for business accounts; one for contacts and leads, and another for
person accounts. Creating other matching rules is a cinch. We show you how Maria does it in the next unit.

Duplicate rule When Salesforce engages matching rules and determines actions to take as it encounters duplicates.

Depending on how you configure Duplicate Management, sales reps see an alert that they’re about to create a duplicate. Or your
reps are blocked from creating the duplicate altogether.

7
Capital Info Solutions
Shyamala Plaza, Behind Mythrivanam, Amerpet, Hyderabad, Telangana State, INDIA. Ph: 8686864286
If your company started using Salesforce in Spring ’15 or later, we give you standard duplicate rules for business accounts, contacts,
leads, and person accounts. If your company started using Salesforce in Winter ’15 or earlier, like Maria, you create the rules on your
own, which is easy.

Practical/Lab Task 7
Duplicate Management
01. From Setup, use the Quick Find box to find Duplicate Rules.
02. Click New Matching Rule, and select the object you want the rule to apply to and click Next.
03. Enter the rule details, including a name, description, and matching criteria with matching method (Exact – Recommended).
04. Click Save and Click Activate.
05. Click on Duplicate Rules . Click on New and Select the object for which you created the matching rule above.
06. Enter the Rule name . Select the actions you want to occur when a user starts creating a duplicate (Action on Create/ Action
on Edit : Alert /Report)
07. In the Matching Rules section, select the object to compare records on. Then select the matching rule created on step 2 that
determines how records are identified as duplicates. Select the field mapping for each matching rule.
08. Save and activate the rule.

Mass Delete Records : Deletion of record based on a condition in cloud environment

General Notes About Mass-Deleting
• You can delete up to 250 items at one time.
• When you delete a record, any associated records that display on that record’s related lists are also deleted.
• Only reports in public report folders can be mass-deleted.
• You can’t mass-delete reports that are attached to dashboards, scheduled, or used in reporting snapshots.

Notes About Mass Delete for Sales Teams

• You can’t delete partner accounts that have partner users.
• Products on opportunities cannot be deleted, but they can be archived.
• When you mass-delete products, all related price book entries are deleted with the deleted products.
• When you delete activities, any archived activities that meet the conditions are also deleted.
• When you delete activities, requested meetings aren’t included in the mass-delete until they are confirmed and
automatically converted to events.
• When you delete recurring events, their child events are not displayed in the list of possible items to delete, but they are
deleted.

Notes About Mass Delete for Service Teams

• Accounts and contacts associated with cases cannot be deleted.
• Contacts enabled for Self-Service, and their associated accounts, cannot be deleted.
• Deleting a master solution does not delete the translated solutions associated with it. Instead, each translated solution
becomes a master solution.
• Deleting a translated solution removes the association with its master solution.

Practical/Lab Task 8
Mass Delete
8
Capital Info Solutions
Shyamala Plaza, Behind Mythrivanam, Amerpet, Hyderabad, Telangana State, INDIA. Ph: 8686864286
Pre Requisite: Your profile also needs to have the "Modify All Data" and "Mass Delete Records" permissions enabled

1. Click Setup
2. Click Administration Setup
3. Click Data Management | Mass Delete Records
4. Select the Object for Mass deletion (Account)
05. Review the downstream flow and impact
06. Backup the data using appropriate tool.
07. Find Accounts that match the criteria (Give condition Like Billing city containing HYD) and Click on Search.
08. Choose to delete Accounts with Closed-Won Opportunities (Check or Uncheck)
09. Choose to delete Accounts with another owner's Opportunities (Check or Uncheck)
10. choose if to Permanently delete.
11. select the records to delete and Click Delete button to complete the transaction.

Mass Transfer Records :Transfer multiple records at one time from one user to other.
Navigation : Setup >Data > Mass Transfer Records

Mass Transfer Approval Request :Transfer multiple Approval Request submitted by users from one user to
other.
Navigation : Setup >Data > Mass Transfer Approval Request

Mass Update Addresses : Update the Country or State/Province field on all records with an address. These
include addresses in accounts, contacts, contracts, invoices, leads, and orders.
Navigation : Setup >Data> Mass Update Addresses

Storage Usage: View how much data storage and file storage your organization is using.
Navigation : Setup > Data > Storage Usage

Material Authored, Written and Prepared by

RUPOM CHAKRABORTY

Shyamla Plaza, Behind Mythrivanam, Ameerpet ,

Hyderabad, Telangana State India
Ph : 86 86 86 42 86 9
Capital Info Solutions
Shyamala Plaza, Behind Mythrivanam, Amerpet, Hyderabad, Telangana State, INDIA. Ph: 8686864286