Data Management

ObjectiveResourcesKey Facts
Explain the significance of record IDs.Record IDs
[Should / Short /]

How unique IDs work in Salesforce
[Should / Medium /]

Salesforce IDs - A Riddle Solved with CASESAFEID()
[Could / Medium /]
Each record in Salesforce is assigned a unique ID (its primary key within Salesforce), which is commonly referenced when manipulating data.

There are two versions of the ID:
1. The 15 character ID (case sensitive), which is displayed in the user interface.
2. The 18 character ID, which is returned via the API by default. The 18 character ID is a combination of the 15 character ID with 3 characters added to ensure that it is unique on a case insensitive basis (this is to support legacy applications).

The CASESAFEID function can be used to derive the 18 digit ID within a formula field.
Explain how the recycle bin can be used to recover deleted records.Using the Recycle Bin
[Should / Short /]
Deleted records are stored in your organization's recycle bin for 15 days before they are permanently erased. The number of records your recycle bin can store is limited to 25 times your storage limit in MB (e.g. if you have 1000 MB of data storage, the maximum number of records your recycle bin will hold is 25,000). If this limit is exceeded, then Salesforce automatically purges the oldest records in the recycle bin if they have been in the recycle bin for at least two hours.

Users can restore records they have deleted. System administrators can restore records deleted by any user.

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83 Responses to “Data Management”

  1. spykiller July 28, 2017 at 12:38 am #

    What should a system administrator consider before importing a set of records into Salesforce?
    Choose two answers
    A. The import file should include a record owner for each record.
    B. Currency field values will default to the personal currency of the record owner.
    C. Data should be de-duplicated in the import file prior to import.
    D. Validation rules are not triggered when importing data using the import wizard.

    I think the answer is B and C. What’s your opinion? Thanks!

    • JohnCoppedge July 28, 2017 at 2:00 am #

      I think this is A C

      I’m pretty sure that you have to set the currency value in the import file with mc enabled

  2. mengqinas June 15, 2017 at 4:29 pm #

    What should a system administrator consider before importing a set of records into Salesforce?
    Choose two answers
    A. The import file should include a record owner for each record.
    B. Currency field values will default to the personal currency of the record owner.
    C. Data should be de-duplicated in the import file prior to import.
    D. Validation rules are not triggered when importing data using the import wizard.

    I think the answer is B and C. What’s your opinion? Thanks!

    • asehic89 September 4, 2017 at 8:05 pm #

      Answers are A and C. You want a record owner for each of the records you’re importing, and you need to make sure there is no duplicate data going into the system you’re importing into.

  3. kmkaast April 10, 2017 at 6:31 am #

    Implementing State and Country Picklists pdf is not available

  4. Samantharaes January 23, 2017 at 5:27 am #


    First of all, this is an excellent guide. Thank you for putting this resource together.
    Secondly, it looks like this document says that data export can be run every 7 days. You have 6 days listed in the right column under the “Exporting Backup Data” section.

  5. sachin.qatester September 15, 2016 at 7:13 pm #

    I can see “Describe the capabilities of reporting snapshots.” here in Data Management section, is it part of data management or reporting section?

  6. lhooper August 26, 2016 at 3:48 pm #

    Enabling Audit Fields link leads to an empty page —

  7. mcpacific August 24, 2016 at 6:59 pm #

    Hi John,

    I thought you should know that your link to Editions/Pricing throws a 404 error.

  8. rajkumar July 30, 2016 at 2:17 pm #

    Hi John
    Link for “Salesforce Analytic Snapshot Overview” don’t have video. Can yo please check?

  9. raghav999 July 24, 2016 at 11:52 pm #

    “Salesforce Analytic Snapshot Overview” video is no longer available

  10. milen.kisov July 21, 2016 at 4:28 pm #

    The Salesforce Analytic Snapshot Overview video has been removed. Could you fix that please?

  11. magonzalez July 15, 2016 at 10:15 pm #

    “The CASESAFEID function case be used to derive the 18 digit ID within a formula field.” might be changed to “The CASESAFEID function can be used to derive the 18 digit ID within a formula field.”

  12. phyllisolson2001 July 11, 2016 at 12:38 am #

    Salesforce Analytics Snapshot Overview is a dead link. Video was removed.

  13. eethomps July 8, 2016 at 10:39 pm #

    Hi there, the Salesforce Analytics video is no longer there

  14. AmyMalouf April 12, 2016 at 9:51 pm #

    How does “Describe the capabilities of reporting snapshots” relate to Data Management? Should this be in the Analytics section?

    • JohnCoppedge April 13, 2016 at 6:19 pm #

      Because this feature actually creates data to report on – it isn’t solely a reporting feature. Regardless it may make more sense to list in analytics, I’ll take that under consideration.

  15. February 21, 2016 at 4:36 am #

    Hi john,
    i Don’t find any detail here regarding lookup filter V/s Validation rule..
    can you pls give some idea.?
    Thank you

    • JohnCoppedge February 22, 2016 at 9:49 pm #

      Lookup filter will actually remove records from the lookup dialog search interface. A validation rule will only throw an error (allow any record to be selected).

  16. February 21, 2016 at 4:27 am #

    Hi john,
    First want to say , next week i enroll for my ADM(201) test..
    Not sure how i will do but practicing a lot , and really ur site help me to learn
    Sales force with such a good knowledge that i m having courage to book my examday…

    Before going for test ..i was doing practice on all topics..
    Suddenly few Question came up like…

    1) When you do import function , and some of our object have record types ..and associated different page layouts..
    and associated pick-list value selection accordingly and everything…
    Then in that case ..
    when i do try to import my data..does that have any effect because of different record types?

    2) Question for the assignment rule @data import…
    Do i need to keep it ON or Off? ..for leads and cases .(when i use Data loader for import) what i tried ..i kept it on and it directly went to Queue for individual..
    is that suppose to happen or i have to keep assignment rue Off and then do data import and then do it manually?

    Thank you

    • February 21, 2016 at 4:33 am #

      one more question..
      When i do import and i have owner filed for mapping..
      and then i try and if the owner doesn’t have CRED permission for that object..
      will he get problem for access of that data after the import is done( ED related permissions)/?


      • JohnCoppedge February 22, 2016 at 9:49 pm #

        I would have to double check- I believe you would get an error if the owner can’t read the record.

    • JohnCoppedge February 22, 2016 at 9:48 pm #


      1- You need to specify the record type when you import the data. Picklists are not validated upon import (although there will be an option to do that in the future)

      2- If you want the lead assignment rule to determine who the owner is then you could specify that/leave on the assignment rule. If you want to manually reassign (or define the owner in the source data) then you would not want to use an assignment rule.

  17. November 12, 2015 at 9:15 am #

    Hi John, when clicking on “6 Steps Toward Top Data Quality” link I get no results in the Help / Knowledge Article section.

  18. isullisp November 4, 2015 at 11:57 am #

    Hi John

    “Analytic Snapshots” now “Reporting Snapshots” in SFDC?

  19. johnnychuk August 6, 2015 at 9:14 am #

    The How Can I Use Case-Safe IDs? link is broken.

  20. Melf Hauck June 25, 2015 at 8:40 pm #

    Hey John,

    in the Key Facts of ‘Explain the significance of record IDs.’ you write that the 18 digits IDs are case insensitive.
    The linked article ‘How can I use case-safe IDs’ tells us:
    ‘NOTE: This article doesn’t indicate that the 18 character reference IDs are *not* case sensitive.
    For instance if you fire a SOQL query for record ID “00330000000xEftMGH” and “00330000000xEftmgh”. the latter will give no results which means that they are case sensitive in Salesforce. But when used with tools like Excel, you can devise methods to produce case-safe IDs. ‘

    I’ve tested it with a SOQL Query and 18 digits are indeed case sensitive.

  21. mmckenney0404 May 14, 2015 at 7:44 pm #

    Your key facts for ‘data backup’ states the following: ‘This export can be run once every 7 days manually, or scheduled to run weekly.’, but yet in the detail documentation I found the following ‘You can generate backup files manually once every six days (for weekly export) or 28 days (for monthly export). You can also schedule backup files to generate automatically at weekly or monthly intervals.’. thanks.

  22. Cloud Force May 10, 2015 at 5:05 pm #

    Hi John.

    How to query/find the relationship between tables/objects in the database ?


    • JohnCoppedge May 13, 2015 at 4:04 pm #

      Look at the data loader, cloud workbench, or any of the other apps that interact with the Db directly

      • Rena Bennett-Dellwo May 13, 2015 at 6:26 pm #

        You can also look at the Schema Builder (in Setup/Build) to see a graphic representation of the objects and their relationships.

  23. Rena Bennett-Dellwo May 3, 2015 at 9:51 pm #

    I thought I saw this somewhere, but now can’t find it, so please confirm: Validation rules are run when data is imported. Thanks.

    • Rena Bennett-Dellwo May 3, 2015 at 10:19 pm #

      Never mind – found it! It was in the test exam.

  24. Heiko Lindne April 23, 2015 at 11:43 am #

    Broken Link:
    6 Steps Toward Top Data Quality

  25. Rovita Almeida April 10, 2015 at 9:36 pm #

    Hello John,

    Would you agree that, with the availability of CASESAFEID, the following section should be redundant?

    How Salesforce 18 Digit Id Is Calculated
    [Could / Short /]
    Why write code when a Function is available that does converts the 15 digit ID to 18 digit ID ?

  26. Rena Bennett-Dellwo April 10, 2015 at 2:13 pm #

    I just received this email from our AE:

    Duplicate management does not require a license. It is now included with all accounts that are professional edition or higher. Here is an article from our spring 15 release notes with more detail:

  27. Rena Bennett-Dellwo April 8, 2015 at 9:20 pm #

    A clarification, please. Are licenses required to use the Duplicate Management features (Matching and Duplicate Rules)? I couldn’t find a definitive answer to this anywhere. Thanks!

  28. Flavia Mich March 17, 2015 at 5:42 am #

    Thank you!

  29. Flavia Mich March 17, 2015 at 1:15 am #

    Hi I’m confused about the Create Audit Fields. What is the purpose of these fields?

    • JohnCoppedge March 17, 2015 at 5:40 am #

      They will let you upload data with the created date and last modified populated. Without audit fields you cannot modify this data even via the API. So if you wanted to migrate from another system to SalesForce audit fields is commonly needed.

      • JohnCoppedge March 17, 2015 at 5:43 am #

        I should add – these aren’t fields, this is a feature that allows you to load data into the last modified and created date fields.

  30. Flavia Mich February 4, 2015 at 6:41 am #

    Managing Duplicate Records in Salesforce with Duplicate Rules LINK is not working

  31. Mickael Gueron January 17, 2015 at 5:39 pm #

    Hi John,
    The video behind the link “Using the Data Loader CLI to Import Accounts into Salesforce” doesn’t exist on Youtube.

  32. Petr Chvála November 25, 2014 at 9:39 pm #

    To my knowledge, data loader is limited with 5,000,000 records in a single run. Is it?

    • JohnCoppedge November 26, 2014 at 12:08 am #

      Thanks for the catch – 5m is correct. Updated.

      • Melf Hauck June 25, 2015 at 9:27 pm #

        In ‘Importing & Manipulating Data’ there it still says ‘The Data Loader, however, is not limited in the number of records it can process per job’

  33. Ray Zhao July 18, 2014 at 6:00 am #

    What would the data loader or import wizard do if one record fails the validation rule of the object being loaded? It stops at the error, or just skip the record with the error and simply continue to load the rest, or maybe fail the whole data loading session?


    • JohnCoppedge November 26, 2014 at 12:09 am #

      Not sure how I missed this question- the data loader will attempt to load every line in the import file. If a line fails, it moves on to the next line. If try to load 1000 lines and all are bad, I would simply get an exception report with 1000 lines (it does not stop the job).

  34. John Reed January 28, 2014 at 1:14 am #

    add a mention of the CASESAFEID(id) function for easy conversions?

  35. Hugh October 17, 2013 at 3:54 am #

    Broke Link: 6 Steps Toward Top Data Quality

    think should be –

    • JohnCoppedge October 18, 2013 at 4:30 pm #

      Thank you Hugh, updated.

      • Roger Grilo March 15, 2014 at 9:50 am #

        the “6 steps” link is broken again

        • JohnCoppedge March 16, 2014 at 7:49 pm #

          Hrm – just tried it and it worked?

          • November 12, 2015 at 11:39 am #

            Note that the link is still not working

          • JohnCoppedge December 3, 2015 at 2:48 am #

            Updated again

  36. JohnCoppedge August 22, 2013 at 2:37 pm #

    Thanks Isaac,

    Both have been corrected.

  37. Isaac August 21, 2013 at 10:46 pm #

    Another broken link: “What are create audit fields and how are they used?”

  38. Isaac August 21, 2013 at 10:20 pm #

    Broken Link: “How to Achieve and Maintain Top Data Quality”

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