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Click on the Add Time Trigger button to create Time - Dependent Workflow Actions
Configuring e-mail alerts for workflow rules:
Configuring tasks for workflow rules:
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Configuring field updates for workflow rules
The following screenshot shows the updating Text and Number type of fields
The following screenshot shows the updating Checkbox of fields
The following screenshot shows the updating Picklist type of fields
Cross -Obect Field Updates:
The following screenshot shows based on the criteria we mentioned on the Opportunity(Child record), we are updating the field update on the Account(Parent record)
Activating the workflow rule:
Go to the any Workflow rule detail page, Click on the "Activate" button
Data Loader Overview: Data Loader is an application for the bulk import or export of data. Data Loader is used to insert, update, upsert(insert+update), delete, or export Salesforce records.
When importing data, Data Loader reads, extracts and loads data from comma separated values (CSV) files When exporting data, it outputs CSV files
1. It Supports all the Standard Objects and Custom Objects 2. Supports upto 1 million records 3. Duplicates will be allowed in the Data Loader 4. Data Loader have batch size
Steps to be followed for Installing Data Loader:
Settings in Data Loader
1. Go to the following path to install the Data Loader. Your Name> Setup > Data Management > Data Loader. 2. Click "Download the Data Loader" and save the installer to your PC. 3. Double-click the downloaded file and click on Run to launch the InstallShield wizard. 4. Click on "Next" button. 5. Accept the license agreement and click "Next" button. 7. Click on "Install" button. 8. Click on "Finish" button. 9. To start Data Loader, double-click the Data Loader icon on your desktop.
Start Data Loader by double click on the Data Loader icon and Choose Settings > Settings
Click on the Settings to configure the Data Loader
Batch Size: In a single insert, update, upsert, or delete operation, records moving to or from Salesforce are processed in increments of this size. The maximum value is 200. We recommend a value between 50 and 100. The maximum value is 10,000 if the Use Bulk API option is selected.
Insert null values: Check this checkbox to insert blank mapped values as null values during data operations. Note that when we are updating records, this option instructs Data Loader to overwrite any existing data in mapped fields.
Once you enter the Organization, we need to give following settings (Mandatory) 1. Proxy Host 2. Proxy Port 3. Proxy Username 4. Proxy Password
Server host: Enter the URL of the Salesforce server with which we want to communicate. For example, if you are loading data into a sandbox, change the URL to https://test.salesforce.com.
Click on "OK" button
The Data Loader Operations:
The Data Loader will do the following operations
1. Insert ---> This Operation is used for inserting records into salesforce 2. Update ---> This operation is used for updating the existing records in Salesforce.
4. Delete ----> This opration is used for deleting the records from salesforce.
5. Export ----> This operation is used for extract all the records from salesforce into CSV files.
6. Export All ----> This operation is used for extract all the records from salesforce i.e including records in Recycle Bin also.
How to generate Security Token: Go to the following path
Your Name ---> Setup--->Personal Setup--->My Personal Information---> Click on Reset My Security Token
Click on "Reset My Security Token" here
Click on "Reset Security Token" button
Once the "Reset Security Token" button is clicked, a new security token has been sent to email address associated to user.
Procedure for "Export" operation using Data Loader: 1. Click on "Export".
3. Upsert ----> This operation is the combination of Insert and Update. This operation is used to inserting the records and updating the existing records in salesforce.
Click on "Export" here
Step 1: Enter salesforce Username and Password. Click "Log in" button to log in. This is applicable when your network ip address added to Trusted IP Ranges. Otherwise, here the password is equal to Password + Security Token.
For example, if password is mypassword, and security token is XXXXXXXXXX, we must enter mypasswordXXXXXXXXXX to log in.
1 Enter the Username
Click on "Log in" button here
Enter passord + Security Token
Click on "Next" button
How to add IP address to Trusted IP Ranges: Go to the following path
Your Name ---> Setup---> Administration Setup---> Security Controls ---> Network Access---> Click on "New" button
Enter the Start IP Address and End IP Address i.e The users who are logging with this IP range will have to enter only password. The users no nedd to enter Security Taken while accessing the Data Loader.
Click on "Network Access" here
Click on "New" button
Enter the Start IP and End IP Address and click on Save button
Step 2:Select Data Objects
Choose an object. For example, select the Account object. If object name does not display in the default list, check "Show all Salesforce objects" to see a complete list of objects that we can access.
Click "Browse" button, to select the CSV file to which the data will be exported. We can enter a new file name to create a new file or choose an existing file.
If we select an existing file, the contents of that file are replaced. Click "Yes" to confirm this action, or click "No" to choose another file.
Click on "Next" button
Select "Show all Salesforce Objects" checkbox for showing all the objects
Viewing the selected object
Click on "Browse" button for selecting the path for CSV file to which the data will be exported
Click on "Next" button
Step 3: Edit the SOQL query for extraction
Select the fields we want to export. or Click on "Select all fields" button to select all the fields in the query. Review the generated query and edit if necessary.
Optionally, select conditions to filter the data set. If don't select any conditions, all the data to which we have read access will be returned.
Choose the query fields by selecting the checkboxes here or Click on Select all fields for selecting all fields in one shot
1 Give the Condition and click on "Add Condition" button for adding where clause to the query
3 Click on "Finish" button for completing the export of data
Click on the "Finish" button and then Click on "Yes" button to confirm the export.
Click on "Yes" button for confirming the export of data
After the operation completes, a confirmation window summarizes results. Click "View Extraction" to view the CSV file, or click OK to close.
Procedure for "Insert" operation using Data Loader:
Click on "Insert" here
1. Double click on Data Loader icon at your desktop and Click on "Insert" operation for loading the records into salesforce.com
Step 1: Salesforce Settings
This step consists of Entering username, password and clicking on "Log in" button to login into data loader and clicking on "Next" button similar to above screenshots mentioned in the Procedure for "Export" operation using Data Loader Section.
Step 2: Select data Objects Select Salesforce object and csv file
Click "Browse" button, to select the source CSV file from the computer for inserting records into salesforce.
2 select object here
Select "Show all Salesforce Objects" checkbox for showing all the objects
Click on "Next" Button
Click on "Browse" button for selecting the CSV file to which the data will be inserted
Click on Next button
Once we clicked on the "Next" button, small popup window will say about how many records the operation will contains. Click on "OK" button
Map fields(CSV columns) to the fields in the Salesforce object
Click on "Create or Edit a Map" button for mapping of fields.
Choose an object. For example, select the Account object. If object name does not display in the default list, check "Show all Salesforce objects" to see a complete list of objects that we can access.
Click on "Auto - Match Fields to Columns" button for auto matching of salesforce fields with file column headers
Click on Create or Edit a Map button
Click on "Auto Match Fields to Columns" button for mapping of salesforce fields and CSV file columns having the same name automatically. The Mapping can also done by dragging the salesforce fields to the File column Header section
Drag the field from the Salesforce fields and drop into file column header
Click on "OK" button
The Mapping can also done by dragging the salesforce fields to the File column Header section. The above right screen gives the information about the dragging the salesforce fields to the file column section
After completing mapping of fields, click on "OK" button
Click on "Next" button in the following screen shot
6 64 28 86 8 86 Ph : LA VE , EN C
Click on "Next" button
Click on "Browse" button for selecting the directory where success and error files will be saved
Click on "Browse" button for selecting the directory where success and error files will be saved. Click on "Finish" button.
Click on "Yes" button to confirm the insert.
Click on "Finish" button
Click on "Yes" button here to confirm the insert
Procedure for "Update" operation using Data Loader:
The following window shows the successful inserts and errors after loading completed.
Update --->This operation is used for modifying the existing records.
Note: For updating the existing records, we need Salesforce record ID(15 digits or 18 digits)
Click on "Update" here
1. Double click on Data Loader icon at your desktop and Click on "Update" operation for loading the records into salesforce.com
Step 1: Salesforce Settings
This step consists of Entering username, password and clicking on "Log in" button to login into data loader and clicking on "Next" button similar to above screenshots mentioned in the Procedure for "Export" operation using Data Loader Section. Step 2:
Select Salesforce object and csv file
Choose an object. For example, select the Account object. If object name does not display in the default list, check "Show all Salesforce objects" to see a complete list of objects that we can access.
Click "Browse" button, to select the source CSV file from the computer for updating records into salesforce.
Click on "Next" Button 1 Select "Show all Salesforce Objects" checkbox for showing all the objects
select object here
Click on Next button
Click on "Browse" button for selecting the CSV file to which the data will be updated
Above Mentioned, the Step 1, Step 2 in the update operation which is similar to Insert Operation
Same procedure as mentioned in the Insert operation. Note: While mapping, make sure that the field ID is mapped with the file column header in the CSV file.
Same procedure as mentioned in the Insert operation.
Procedure for "Delete" operation using Data Loader: Delete --->This operation is used for deleting the existing records from salesforce.com. Note: For deleting the existing records, we need Salesforce record ID(15 digits or 18 digits)
1. Double click on Data Loader icon at your desktop and Click on "Delete" operation for deleting the bulk records from salesforce.com
Click on "Delete" here
Step 1: Salesforce Settings
This step consists of Entering username, password and clicking on "Log in" button to login into data loader and clicking on "Next" button similar to above screenshots mentioned in the Procedure for "Export" operation using Data Loader Section.
Step 2: Select the Data Object and CSV file.
Choose an object. For example, select the Account object. If object name does not display in the default list, check "Show all Salesforce objects" to see a complete list of objects that we can access.
Click "Browse" button, to select the source CSV file from the computer which contains records which we want to delete from salesforce.(Make sure that your CSV contains Id column)
Click on "Next" Button
Click on Next button
Select "Show all Salesforce Objects" checkbox for showing all the objects
select object here
Click on "Browse" button for selecting the CSV file to which the data will be updated
In this step, map fields(CSV columns) to the salesforce object. Click on "Create or Edit a Map" button for doing the mapping and then click on the "Auto Match Fields to Columns" button(Make sure that the Id field is mapped) and then click on OK button
Click on "Auto-Match Fields to Columns" button
Click on Create or Edit a Map button
Click on "OK" button
The following screen shot shows once we click on "Auto Match Fields to Columns" button, the Id field in Salesforce object is automatically mapped to Id field in the file column header.
Make sure that the salesforce Id field value is mapped to Id file column header
Click on "OK" button and Click on "Next" button in the Mapping window
Step 4: Click on "Browse" button to select the directory where your success and error files will be saved. Click on "Finish" button
Click on "Browse" button for selecting the directory where success and error files will be saved
Click on "Finish" button
Click on "Yes" button
Click on "Yes" button in the dialog box to confirm deleting records from salesforce.com
Procedure for "Upsert" operation using Data Loader:
Upsert --->This operation is used for inserting new records and modifying the existing records at a time. i.e insert + update
Note: For updating the existing records, we need Salesforce record ID(15 digits or 18 digits)
For inserting the new records, no need Salesforce record ID. Once the records inserted, salesforce automatically generates the ID.
Click on "Upsert" here
Step 1: Salesforce Settings
Same as the above mentioned screenshots.
Same as the above mentioned screenshots.
Note: The CSV file should be like the following screenshot
Step 2: Select the Data Object and CSV file.
These Records is for update purpose
These Records is for insert purpose
Step:2a Choose fields to use for mapping
Here the select the field(External Id field) for matching on Account
6 64 28 86 8 86 Ph : LA VE ,
Upsert uses an indexed custom field or external ID to determine whether to create a new record or update an existing record.
If the external ID is not matched, then a new record is created. If the external ID is not matched once, then the existing record is updated. If the external ID is not matched multiple times, then an error is reported. External ID:
External ID is a flag that can be added to a custom field to indicate that it should be indexed and treated as an ID.
It is available on all objects that support custom fields.
Text Number Email
An Object can have three(3) External ID fields for the following data types:
Click on "Next" Button Step 3: Mapping
Same as above mentioned screenshots
Same as above mentioned screenshots
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Before importing records into salesforce.com, prepare the csv file as per the below screen shot In the following csv file, the column headers indicates the field names in salesforce.com
Field Name of salesforce
Procedure for Import Accounts/Contacts in Salesforce.com:
Click on Setup here
1. Click on Your Name ----> Setup ----> Administration Setup ---> Data Management ----> Import Accounts/Contacts 1
2. Click on Import Accounts/Contacts and Click on Start the Import Wizard on Steps to Import Your Organizations Data
Click on Import Account/Contacts
Click on Start the Import Wizard
3. Now we are ready to follow the Import Wizard to seamlessly import Accounts/ Contacts into SalesForce.
Click on Next Button
Click on Next Button in Step 1
4. Click “Browse” button to select the file which we want to Import into Salesforce.com(Select this csv file from your computer)
Click on Next Button
Note: Some of fields(CSV column headers) already mapped with Salesforce fields because column header have same name as in salesforce.
5. The wizard will now start mapping SalesForce fields with those contacts we choose to import.
Already mapped with Salesforce field because the name was same
The following screen shot provides the information about the Mapping of Contact fields(Both Standard and Custom)
If we map the Import field with Salesforce field, then the field value that is there in csv file will be stored in the salesforce, otherwise the value will be blank.
Select the field in import file that should be imported into each salesforce.com field. Once we finished the mapping of Contact fields, click on "Next" button
After mapping of contact fields, Click on Next button
We can map the fields by selecting from drop down list
This section indicates the mapping of Custom fields in contact object
6. The following screen shot gives the Mapping of Contact Phone and Address fields
After mapping of contact Phone and address fields, Click on Next button
Select the field in import file that should be imported into each salesforce.com field. Once we finished the mapping of Contact Phone and Address fields, click on "Next" button
7. In this step, we can learn about how to map account fields(Mapping between the column headers in csv file and salesforce fields)
Select the field in import file that should be imported into each salesforce.com field. Once we finished the mapping of Account fields, click on "Next" button
Check Overwrite existing account values checkbox
Already mapped with Salesforce field because column header value is same as salsforce field
This section indicates the mapping of Account custom fields
After mapping of Account fields, Click on Next button
8. The following screen describes about the mapping of Account Phone and Address fields between column headers in csv file and salesforce fields
Select the field in import file that should be imported into each salesforce.com field. Once we finished the mapping of Account Phone and Address fields, click on "Next" button
After mapping of Account Phone and Address fields, Click on Next button
9. The following screen shot shows the list of columns that we have not been mapped to a salesforce.com field.
Click on "Next" Button
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The column header that we have not mapped to a salesforce.com field
10. Click on Import Now! button in the following screen shot
Click on Import Now! button
Click on "Finish" button
11. The import Request has been submitted and they will notified by email when our import completed.
12. Check your mail from salesforce saying that your import completed, it consists of how many accounts created, how many contacts created and what are the errors we are getting which are stopping our import.
13. Once check the Record Count of Accounts and Contacts after inserting from the following path Your Name ----> Setup ----> Administration Setup ---> Data Management ----> Storage Space
Storage ---> The Storage gives the size of all the records
Record Count ---> The Record Count gives the number of records that are in the salesforce
Storage Space gives the Organization's Storage usage.
Check your Record count here
Percent ---> The percent gives the value saying that this much of size is completed and we can use upto 100%.
Procedure for Import Custom Objects in Salesforce.com:
1. Go to the following path for importing Custom Objects in salesforce.com
Your Name ----> Setup ----> Administration Setup ---> Data Management ----> Import Custom Objects
Click on Import Custom Objects
Click on Start the Import Wizard
2. Click on "Start the Import Wizard".
Step 1:From the following screen, Choose the type of record which we are importing (i.e Custom Object) and Click on "Next" button.
Choose the object here
Click on Next button
Step 2: Prevent Duplicates
Use the first checkbox in the following screen for no prevent duplicates i.e this option insert all the records in my import file.
Use the second checkbox which will prevent the duplicate records from being created.
Click on Next button
Click on "Next" button
Step 3: Specify Relationships
Select any checkbox in the following screen which will designate the record owners. Click on "Next" button
Click on Next button
Step 4: Choose the source csv file from the following screen by clicking on "Browse" button and click on "Next" button.
Click on Next button
Click on Browse button to choose the file from the computer
Choose the following csv file
Note: Make sure that the object "Loan" and following fields are created in your edition Object Name: Loan
Data Type Currency Picklist
Start Date End Date
Field Name Amount Status
Values Draft, Submitted, Approved, Rejected
Step 5: Do the field mapping from the following screen, use the drop-down lists below to specify the salesforce.com fields that correspond to the columns in import file Click on "Next" button
Click on Next button
Already mapped with Salesforce field because column header value is same as salsforce field
Step 6: Click on "Import Now!" button for importing the records into salesforce.com
Step 7: Click on "Finish" button
Click on "Import Now!"button
Once the Import completed, the user will receive following type of email from salesforce support which contains how many records created and what are errors we are getting which are stoping for importing.
Procedure for Mass Delete Records in Salesforce.com:
1. Go to the following path for Mass Deleting Records in salesforce.com
Your Name ----> Setup ----> Administration Setup ---> Data Management ----> Mass Delete Records
Click on Mass Delete Records from here
2. Click on "Mass Delete" link from the following screen.
Click on "Mass Delete Accounts" for deleting Accounts
Give the criteria in the following screen and click on "Search" button for getting all the records based on criteria
4. Select the records and Click on "Delete" button for deleting the records
Click on Search button for getting all the records based on above criteria we given
Give the Criteria here
Select the "Permanently delete the selected records" checkbox to delete the records permanently i.e we cannot restore deleted records from the Recycle Bin.
Select this checkbox to delete the records permanently i.e we can not get it from Recycle bin
Select this checkbox to Select all the records in one shot
Click on Delete Button here
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Jo *F.e Eepcted o!i..L. "& Qcat';. Add 11,. ^-*,$.r. to -ttl" An approval process is an automated process that organization can use to approve records in Salesforce. An approval process specifies the steps necessary for a record to be approved and who must approve it at each approval step. A step can apply to all records included in the process, or just records that have certain attributes. An approval process also specifies the actions to take when a record is approved, rejected, recalled, or first submitted for approval. The Approval Process determines the delegated approver, if necessary. And it also Determines if users can edit records that are awaiting approval. The Approval Process decide if records should be auto-approved or rejected. Note: Workflow Rules and Approval Processes can be used together. Comparison of Workflow Rules and Approval Process: 1. Are triggered only when a user clicks “Submit for Approval” button 1. Are triggered upon Save 2. Consist of one set of criteria and actions Have an entry criteria, step criteria and step actions Have Initial submission actions, rejection and approval actions and actions for each step 3. Some attributes can’t be modified , processes must be deactivated before they can be deleted 3. Can be modified or deleted 2. Consist of multiple steps Approval Process Terminology Approval Actions: An approval action is an action that occurs as a result of an approval process. There are four types of approval actions: Task: Assigns a task to a user we specify. we can specify the Subject, Status, Priority, and Due Date of the task. Email Alert: Uses an email template we specify to send an email to a designated recipient. Field Update: Changes the value of a selected field. we can specify a value or create a formula for the new value. Outbound Message: Sends a message to an endpoint we designate. we can also specify a username and the data we want to include in the message. Approval Request: An approval request is an email notifying the recipient that a record was submitted for approval and that his or her approval is requested. Approval Steps: Approval steps assign approval requests to various users and define the chain of approval for a particular approval process. Each approval step specifies the user who can approve requests for those records, and whether to allow the delegate of the approver to approve the requests. Subsequent steps in the process also allow us to specify what happens if an approver rejects the request. Assigned Approver: The assigned approver is the user responsible for approving an approval request. Delegated Approver: A delegated approver is a user appointed by an assigned approver as an alternate for approval requests. Delegated approvers can't reassign approval requests; they can only approve or reject approval requests. Initial Submission Actions: Initial submission actions are the actions that occur when a user first submits a record for approval. By default, an action to lock the record runs automatically on initial submission. Initial submission actions can include any approval actions such as email alerts, field updates, tasks, or outbound messages. For example, an initial submission action can update a custom approval status field to “In Progress.” Final Approval Actions: Final approval actions are the actions that occur when all required approvals have been given for a record. Final approval actions can include email alerts, field updates, tasks, or outbound messages. For example, a final approval action can change the status to “Approved” and send an email notification. Final Rejection Actions: Final rejection actions are the actions that occur when an approver rejects the request and it goes to the final rejection state. Final rejection actions can include email alerts, field updates, tasks, or outbound messages. For example, a final rejection action can change the status to “Rejected,” send an email notification, and unlock the record so that users can edit it before resubmitting. Recall Actions: Recall actions are the actions that occur when a submitted approval request is recalled. By default, an action to unlock the record runs automatically on recall. Recall actions can include email alerts, field updates, tasks, or outbound messages. For example, a recall action can change the status of a request from “In Progress” to “Not Submitted.” Record Locking: Record locking is the process of preventing users from editing a record, regardless of field-level security or sharing settings. Salesforce automatically locks records that are pending approval. Users must have the “Modify All” object-level permission for the given object, or the “Modify All Data” permission, to edit locked records. Configuring approval processes: To create an approval processes, follow the steps below: Go to the following path