Administration Essentials for New Admins
Contents
1. ii Choose CSV file Yukos File on your desktop B Click Next C Click OK at the Initialization message Note that 14 records will be considered D Click Create or Edit a Map i Click Auto Match Fields to Columns ii Click OK E Click Next Save the success and error files to your desktop A Click Browse B Select the directory where your success and error files will be saved C Click OK D Click Finish E Click Yes in the Warning box Review the success and error files A View successes i Click View Successes to view the successful updates ii Click Close B View errors i Click View Errors to view any errors in updating ii Click Close Copyright 2013 salesforce com inc All rights reserved Exercise Guide Page 8 of 14 salesforce C Click OK Create a list view to check the import Click the Accounts tab in Salesforce Click Create New View Complete the Enter View Name section OW gt i View Name Accounts Modified Today ii View Unique Name This field auto populates D Complete the Specify Filter Criteria section i Filter By Owner A11 Accounts ii Filter By Additional Fields Optional a Field Last Modified Date b Operator equals c Value today s date E Complete the Select Fields to Display section Select fields from the Available Fields list by holding CTRL and clicking the field name l Industry ii Region iii Zone Click Add These fields2. sforce T gd Administration Essentials for New Admins Managing Data Exercise Guide d salesforce J Table of Contents 6 1 Prepare the Import File veces cesssscsceceeteaceni vec ccensvesieoniviasdeciees cated vacidacstiaieeeieeaiseaneie aestenaneense 1 6 2 Import Leads Using Wizard as sasiszntiecenocdincds vieeacrectantintceierurentneaerbaeiaiwrensietiazeasameentvecinnaneiwade 3 6 3 Export Using Data Loaders E a 4 6 4 Match Record IDs to Accounts 7 6 5 Update Using Data LEE eege g e de gea gege gegen ee gedeien 8 6 6 Mass Transfer Records Deactivate a User EEN 10 6 7 Schedule Weekly Backup AAA 12 6 8 Mass Delete RECO EE 13 Module 6 REVIEW eege eege ee ee enh ER Nee geed lee 14 eee sale sforce 6 1 Prepare the Import File Goal Since the import file was prepared by sales reps at tradeshows it is likely that there are inaccuracies You ll need to check the data for accuracy Once clean you ll need to save the file as a CSV file Tasks 1 Download and save the leads import file from Conner McCoy Open the file in Excel Check for blanks and misspellings Make sure column headers match existing Salesforce values Apply consistent standards for data formats Save it as a CSV file Time 10 minutes Instructions 1 Download and save the leads import file from Conner McCoy A Click the Chatter tab If prompted to watch a video click Skip Skip Skip Go to Chatter Click the Me t
3. Check the Leads tab for new leads Time 5 minutes Instructions 1 Start the Lead Import wizard A Click Your Name Setup Data Management Import Leads B Click Start the Import Wizard Set the import parameters A In step 5 of the wizard click Browse and open the Module6 Lead Import csv file i Assign all new leads to this lead source Trade Show ii Matching Type Name iii Choose Record Type Tradeshow Lead B Click Next C Check the field mapping and make the following corrections i Full Name none selected ii FirstName First Name col 0 iii Last Name Last Name col 1 iv Postal Code Postal Code col 11 D Click Next Import the lead file A Click Import Now B Click Finish Check the Leads tab for new leads A Click the Leads tab B From the View picklist choose All Open Leads and click Go C Click the Created Date heading column to sort the leads newest to oldest D Review the leads you just imported Copyright 2013 salesforce com inc All rights reserved Exercise Guide Page 3 of 14 WI SE sale sforce 6 3 Export Using Data Loader Goal Use the data loader to export the account record ID so you can successfully match new information to existing Salesforce records Tasks 1 Download and install the data loader if required Log the data loader into the correct org Change the default save location and file name for the export file Create the SOQ
4. L query to extract the ID field and account name where Industry equals Technology Export the extracted records to a CSV file and view in Excel Sort the account name column A Z and save the file Time 10 minutes Instructions 1 Download and install the data loader if required Note The exact steps will vary depending on the browser used The following steps are for Firefox A Click Your Name Setup Data Management Data Loader B Click Download the Data Loader C Click Save File D Double click on ApexDataLoader exe to execute it E Click OK at the security warning F Click Run G Follow the instructions in the Windows Install Shield Wizard H Click Next l Selectthe I accept the terms in the license agreement radio button J Click Next K Accept the default folder location and click Next L Click Install M Click Finish Log the data loader into the correct org A Click Start All Programs salesforce com Apex Data Loader xx x Apex Data Loader xx x Note xx x refers to the version number If more than one version is listed select the most recent B Click Export C Enter the login credentials provided to you at the start of class i Username admin aw com ii Password passwordl D Click Log In If you see a success message jump to step F Copyright 2013 salesforce com inc All rights reserved Exercise Guide Page 4 of 14 salesforce E If you see an e
5. ab below your user photo to filter for Chatter posts directed to you Scroll down to locate the post from Conner McCoy containing a list of leads from our last two trade shows in North America Click the More Actions link Choose Download xlxs Select the Save File radio button and save it to your desktop with the same name Click OK Open the file in Excel onmo Of Open Microsoft Excel Click the Office button and then click Open Browse to the saved file Module 6 Lead Import file Click Open Check rows and columns for accuracy UO Replace any instances of SF with San Francisco Replace any instances of Calif or Cali with CA Replace any inconsistent rating values with equivalent picklist values already present in Salesforce Cold Warm Hot Save it as a CSV file Click the Office button and choose Save As Name the file Mod6 Lead Import In the Save as type picklist scroll down and click csv Comma OW gt OW gt Copyright 2013 salesforce com inc All rights reserved Exercise Guide Page 1 of 14 d salesforce Se delimited csv Click Save Click Yes Close the file nmg Copyright 2013 salesforce com inc All rights reserved Exercise Guide Page 2 of 14 a salesforce 6 2 Import Leads Using Wizard Goal Import a batch of tradeshow leads for the Marketing team Tasks 1 Start the Lead Import wizard Set the import parameters Import the file
6. are added to the Selected Fields list Inthe Restrict Visibility section select the Visible only to me radio button Click Save Check to make sure that 14 records were updated ZION Copyright 2013 salesforce com inc All rights reserved Exercise Guide Page 9 of 14 a salesforce 6 6 Mass Transfer Records Deactivate a User Goal Transfer Phil Smith s California accounts and open opportunities to Matt Wilson Deactivate Phil as a Salesforce user Tasks 1 Access Mass Transfer Accounts Transfer Phil Smith s California accounts to Matt Wilson Deactivate Phil Smith s User record Time 10 minutes Instructions 1 Access Mass Transfer Accounts A Click Your Name Setup Data Management Mass Transfer Records B Click Transfer Accounts Transfer Phil Smith s California accounts to Matt Wilson Click the Transfer from lookup icon Enter Phil and click Go Click Phil Smith in the search results Click the Transfer to lookup icon Enter Matt and click Go Click Matt Wilson in the search results Find accounts that match the following criteria Q MMO W gt i Keep Account Team selected i Billing State Province equals CA Click Find After reviewing the matching accounts select the checkbox beside the Account Name column to select all of the accounts Click Transfer I Deactivate Phil Smith s user record Click Your Name Setup Manage Users Users Cl
7. eview Which users have access to import wizards Users need to Import Personal Contacts perm to use the Personal Accounts Contact wizard Standard User profile Users need Import Leads perm to use the Leads wizard Marketing User checkbox on the User record and or the Import Leads perm on the profile Marketing User profile Describe the benefits of the import wizards Data can be imported from any CSV file You can choose whether or not to trigger workflow with the import Match on Name Email or Salesforce ID to prevent duplicate records List the benefits of the data loader Import large files 50 000 or greater Load objects such as products or opportunities Save field mappings for later use Update upsert export or delete data Can a bad import be undone Yes using mass delete records Can user records be deleted If yes describe the implications If not why User records cannot be deleted List three ways to back up data Reports scheduled backup service manual backup What can you do with users records when they leave the company Closed records such as opportunities and cases can be left assigned to their respective users while open records can be transferred to new owners using the mass transfer tool Copyright 2013 salesforce com inc All rights reserved Exercise Guide Page 14 of 14
8. ick S in the alphabetical locator If the rows aren t already arranged alphabetically by name click the title of the Full Name column to rearrange them Beside Phil Smith click Edit Clear the Active checkbox Click OK in the warning box In the user deactivation screen select all three options AMDO ee E from account teams from predefined case teams i Remove user ii Remove user Copyright 2013 salesforce com inc All rights reserved Exercise Guide Page 10 of 14 salesforce ke ii Remove user from ad hoc case teams G Click Save Copyright 2013 salesforce com inc All rights reserved Exercise Guide Page 11 of 14 W I SE salesforce 6 7 Schedule Weekly Backup Goal Schedule a weekly data export to back up all of AW Computing s data as a general best practice and to meet compliance requirements Tasks 1 Access Data Export Set export parameters Schedule an export every Sunday for the next month Time 5 minutes Instructions 1 Access Data Export A Click Your Name Setup Data Management Data Export B Click Schedule Export Set export parameters A Export File Encoding 1S0 8859 1 the default encoding B Include images documents and other attachments deselected C Replace carriage returns with spaces selected Schedule an export every Sunday for the next month A Frequency Weekly B Recurs every week on Sunday C Prefer
9. nes for Technology Industry xlsx Note Yuko s file has already been sorted alphabetically A Z by account name A Click the Chatter tab B Click the My Chatter filter C Scroll down to Yuko s post containing the Region and Zone file D Click the More Actions link E Choose Download xlxs F Select the Save File radio button and save it to your desktop with the same name G Click OK Copy and paste the ID column from the export file into Yuko s file Save Yuko s file in CSV format with the shorter name Yukos File A Click Office button Save As B From the Save as type picklist select CSV Comma delimited csv C Change the file name to Yukos File D Change the location to your desktop E Click Save Close both files Copyright 2013 salesforce com inc All rights reserved Exercise Guide Page 7 of 14 T sale sforce 6 5 Update Using Data Loader Goal Update Region and Zone data matching records using the record IDs obtained through the data loader Tasks 1 Perform an update in the data loader using Yukos File Save the success and error files to your desktop Review the success and error files Create a list view to check the import Time 5 minutes Instructions 1 Perform an update in the data loader using Yukos File A Inthe data loader click Update Note Close any data loader windows left open from the previous exercise i Select Salesforce object Account Account
10. racted records to a CSV file and view in Excel A Click Yes at the Warning box The Operation Finished window appears reporting the number of successful extractions Note The resulting export file should contain 14 records B Click View Extraction Copyright 2013 salesforce com inc All rights reserved Exercise Guide Page 5 of 14 A f salesforce j dj d t C Click Open in external program The file opens automatically in Excel D Leave the Data Loader open while viewing the file Sort the account name column A Z and save the file Click in account name column Click the Sort button to sort this column A Z Save the file and keep it open omp Copyright 2013 salesforce com inc All rights reserved Exercise Guide Page 6 of 14 T sale sforce 6 4 Match Record IDs to Accounts Goal Match the Salesforce record IDs from the export file to the Region and Zone data you received from Yuko Tasks 1 Open Yuko s file Mod 6 Yukos File for Region and Zones for Technology Industry xlsx 2 Copy and paste the ID column from the Export of Tech Account IDs csv into Mod 6 Yukos File for Region and Zones for Technology Industry xlsx 3 Save Mod 6 Yukos File for Region and Zones for Technology Industry xlsx in CSV format with the shorter name Yukos File 4 Close both files Time 10 minutes Instructions 1 Open Yuko s file Mod 6 Yukos File for Region and Zo
11. red Start Time 7 00 PM D Exported Data Include all data E Click Save Copyright 2013 salesforce com inc All rights reserved Exercise Guide Page 12 of 14 eee sale sforce 6 8 Mass Delete Records Goal Identify the practice leads that the sales reps created while training for the trade show Delete these invalid leads so that the data in Salesforce remains accurate Tasks 1 Access Mass Delete Leads Search for leads that meet specific criteria Mark and delete all matching leads Time 5 minutes Instructions 1 Access Mass Delete Leads A Click Your Name Setup Data Management Mass Delete Records B Click Mass Delete Leads Search for leads that meet specific criteria A Complete the Find Leads that match the designated criteria i Enter the details of the first criterion a Picklist 1 Company b Picklist 2 contains c Picklist 3 AW Computing ii Enter the details of the second criterion a Picklist 1 Created Date b Picklist 2 equals c Picklist 3 today s date B Click Search Mark and delete all matching leads Review the list of matching records Once you are satisfied these are the correct leads to delete select the first checkbox beside the Name column to select all of the records C Click Delete Note There should be 5 leads w gt Copyright 2013 salesforce com inc All rights reserved Exercise Guide Page 13 of 14 eee sale sforce Module 6 R
12. rror message on the login screen you may need to add your security token Return to your training org and follow these steps i Click Your Name Setup My Personal Information Reset My Security Token ii Click Reset Security Token iii Go to the inbox for the email address you added to your Chatter profile at the start of the course and open the salesforce com security token confirmation email iv From the body of the email copy the security token v Return to the data loader login screen and paste the security token at the end of your password vi Click Login F Once verified click Next Rename the file to be extracted and save it to the desktop Note All file names default to export csv Renaming prevents losing or overwriting the files A From the Select Salesforce Object list select Account Account B In the Choose a target for extraction text box enter Export of Tech Account IDs csv C Click Browse D Navigate to the desktop E F Click Save Click Next Create the SOQL query including the ID field The generated query will appear below You may edit it before finishing Select Id Name FROM Account WHERE Industry Technology A Choose the query fields i Id ii Name B Complete the Create the where clauses to your query below fields i Fields Industry ii Operation equals iii Value Technology iv Click Add Condition C Click Finish Export the ext
Download Pdf Manuals
Related Search