Why Import and Export Data?
Data is what makes each Salesforce organization to operate effectively. Even with the most sophisticated automations in place within your org, it will all be meaningless without accurate and complete data. Importing and exporting data are essential processes that an admin should know for managing the CRM. Here are some common use cases on why we would need to import and export data:- Bringing historical and current data when moving from a legacy system to a new CRM instance
- Regularly exporting data for backup purposes, avoiding data loss
- Facilitating mass operations on records such as updating fields in bulk for cleaning up outdated information
- Integrating with third-party tools, analytics platform, or reporting tools outside of Salesforce
- Importing sample data in a sandbox environment for training and testing purposes
Data Import
Preparing Data for Import
Data Import is the process of pushing data into the Salesforce org, with the purpose of inserting, updating, or deleting records. Importing data successfully to Salesforce is more than just picking the tool, uploading the file, and running the import job. There are a few things that admins must take to ensure a smooth and accurate import:- Data Formatting
Verify that each column matches its data type. Consistent formatting across your data is important; for example, if the required date format is YYYY-MM-DD, then ensure that all 'date' columns follows this format precisely. Inconsistent data formats can cause errors during import. - Data Deduplication
No customers wants messy data with duplicates. Before importing, check if there are rows that can be considered as duplicate and can be removed. Remember that redundant data can clutter your records and complicate reporting. Many data preparation tools offer deduplication features to help you identify and remove duplicate rows efficiently. - Field Mapping
Each column of your file must be mapped accurately to the corresponding Salesforce field. Prepare and align data mapping with your stakeholders before starting the import process. This process can prevent errors and save time. Misalignment between columns and Salesforce fields can lead to misfiled data, requiring additional time to correct. - Data Quality Checks
Ensure that the content of your file is high quality, complete, and relevant. Check for missing or incomplete fields, as well as outdated information. Incomplete or poor quality data can reduce the effectiveness of your CRM and disrupt automated processes.
Import Tools
Now that you know the steps you need to take before importing data, it's time to know what tool you should be using to import those data. Below are a few tools that administrators can use to perform data import into Salesforce:- Data Import Wizard
The Data Import Wizard can be accessed on the Setup of your Salesforce org. It can be used to upload known objects such as accounts, contacts, leads, solutions, campaign members, person accounts, and custom objects. The maximum number of records that can be imported at a time is 50,000. - Data Loader
Data Loader is probably the most known tool to import data. It is a client-based application that can be downloaded from the Setup of your Salesforce org. It features a user-friendly wizard interface showing the step-by-step procedure to be done. Unlike the data import wizard, it is not limited to a few objects - most of the objects are supported by Data Loader. If you'll face a scenario where you need to import more than 50,000 records, then Data Loader is the perfect choice. - Dataloader.io
Dataloader.io is a cloud-based data import tool powered by Mulesoft. It allows admins to bulk import in a few simple steps. The number of records varies depending on the plan selected, which can be found on the Data Loader Pricing page. - Salesforce Workbench
Workbench is a tool that can be accessed on your browser using this link (Workbench). Despite the tool being not an official Salesforce tool, it can also be used to handle data imports. If you still haven't used Workbench, I suggest to try it to know its capabilities (it's not designed for data imports only). - Salesforce Inspector Extension
Salesforce Inspector is a browser extension known for its ability to retrieve data via SOQL. It can also be used to handle data import. I personally use this when I need to import medium-sized amount of data as it is always accessible, browser-based, and is fast. Try to install it now and see what other features it can provide.
Data Export
Export Best Practices
Exporting data involves creating backups, archiving old data, and extracting information for analysis. The following are some export strategies to follow:- Regular Backup
Schedule periodic exports to keep a recent backup of your data. While Data Loader cannot handle scheduled exports, there are many third-party tools and apps on the AppExchange that provides this functionality. - Selective Exports
Rather than exporting all data, target specific objects or records relevant to what you need. Selective exports improve efficiency and reduce unnecessary storage. - Compliance and Security
Ensure that exported data complies with data protection policies, such as GDPR, HIPAA, or CCPA. You can implement encryption for sensitive data, and establish secure storage practices for exported files. - Archiving Old Data
Export outdated data for archiving to maintain a cleaner CRM and reduce data storage.
Export Tools
The following are tools that you can use to perform export of your data from Salesforce- Salesforce Data Export Service
Depending on the Salesforce edition, admins can manually or schedule data export either weekly or monthly from Salesforce Setup via the Data Export Service. All data from the Salesforce org is backed up, and an email will be sent when the export is ready for download. - Data Loader
Not only can Data Loader app help admins on importing records, but they are a very good tool to perform bulk export of data. It contains a user interface where you can select the object, fields, and conditions of the records to export. - Dataloader.io
Just like other tools, dataloader.io can also provide admins the ability to export data in bulk. The number of records depends on the selected plan. - Salesforce Workbench
Another tool where not only useful for importing records, but also has a functionality to export records. Similar process to Data Loader, the only difference is that Workbench is accessible via browser. - Salesforce Inspector
As mentioned on the import section, this is a browser extension that you can download and add. The user interface is just a simple text box where you can write your own SOQL query and copy the results in Excel or CSV format. It also has the ability to save your previously used SOQL.
Conclusion
Importing and exporting data in Salesforce are essential processes for maintaining a clean, efficient, and compliant org. By meticulously preparing the data and selecting the right tools, you can ensure smooth data handling that supports accurate reporting and effective automation. Developing a consistent routine for data management empowers Salesforce admins to keep their org optimized and ready for evolving business needs.While this guide covers some common import and export tools, the AppExchange and other third-party providers offer additional tools that may suit specific needs. Take time to explore these options to find the best solution for your org's data management requirements. Proactively managing data is key to unlocking the full potential of Salesforce.
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