Wrangle Data

1
Wrangle Data Pump up the Configuration
Administrator Track

• David Schach, X-Squared On Demand
• Ezra Kenigsberg, salesforce.com

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• xrl.us/SafeHarbor

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Purpose

• To give you data configuration techniques that
  can help make you a better administrator

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This session Other sessions

• Practical demosthings you can do TODAY
• Tactical ideas and technical detail

• Bigger-picture org data strategy
• Third-party tools

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Outside this sessionPlease use these resources

• salesforce.com/community
• Salesforce.coms Data Services group
• Product demos downstairs
• Developer Network developer.force.com

• Previous Sessions
• xrl.us/DataDataData 2006
• xrl.us/ExcelConnectorDemo 2006
• xrl.us/SystemOverload 2006

• xrl.us/AppliedDataQuality07 2007
• xrl.us/DataDataEverywhere 2007

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Overview

• Introduction 5 min
• Wrangle Data Pump up the Configuration 40 min
• QA 15 min
• Prior to making any major changes to your data
• BACK UP!
• Dont make major changes to your Production
  config
• DEVELOPER ORG OR SANDBOX!

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David Schach President
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Where should I build my new functionality?

• Development Environment Best Practices
• Sandbox
• Exact copy of configuration
• Deploy to Production via Eclipse, Migration Tool,
  etc.
• Limited by number of Sandboxes allocated to your
  org
• Developer Edition
• Fresh org - Less restrictive development
  environment
• Deploy to Production via Eclipse, Migration Tool,
  etc.
• Unlimited number available

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Where should I build my new functionality?

• Why Developer Orgs Rock
• Licenses
• Portals
• Partner
• Customer
• Mobile
• Platform
• Solve the mystery of what, exactly, a Platform
  User can see

• xrl.us/DevOrg

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Where should I build my new functionality?

• Why Developer Orgs Rock
• Managed Packages for Internal Use
• Store each Application in a Private Managed
  Package
• One Package for each Application
• Quick change propagation
• Safe from meddling end-users
• Safe from other meddling SysAds
• Managed Packages for Profit
• Use License Management Application Force.com
  Checkout

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Developer Org Pitfall Invisible Fields

• Problem I cant see all the things I should see.
• Object Field list
• Visible
• View Detail and Edit screens
• Not visible
• Edit Page Layout
• Visible
• Use Excel Connector or Data Loader to Describe an
  Object (details to come)
• Not visible

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How do I find invisible fields?

• Check User Profile
• System Administrator View All Data, Edit Read
  Only Fields
• But just because I can see whats IN the fields
• User Profile is a hint to the solution

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Fresh Org Some Fields are Hidden by Default

• Account
• Account Site
• Ownership
• Et al.
• Contact
• Do Not Call
• Email Opt Out
• Fax Opt Out
• Check each object

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How can I configure faster? (Tip 1)

• Q How did you get to that page so fast? How
  did you configure so many reports so fast?
• A Leverage your bookmarks!

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How can I configure faster? (Tip 1 contd)

• Leverage your bookmarks!
• Now add setup links
• Keyboard shortcuts
• AltB to drop menu (AltA in Internet Explorer).
  . .
• . . . followed by the letter/s of the menu
  choice/s

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How can I configure faster? (Tip 2)

• Q How did you get to that page so fast? How
  did you configure so many reports so fast?
• A Leverage browser tabs!

CtrlClick to open new tab!
CtrlClick to open new tab
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How can I configure faster? (Tip 2 contd)

• Leverage browser tabs!
• Perform the same single action on each tab, then
• Click CtrlTab to move to the next tab
• Lather, rinse, repeat!
• Good for Page Layouts and fields, too. . .
• Although we know we can use the IDE

then
2
1
then
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Metadata Migration Deceptively Simple

• How do I move new functionality between two orgs?
• Simple Example Develop two objects, related to
  each other via Master-Detail
• Master Contains
• Number
• Currency
• Formula field (12)
• Roll-Up Summary

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Metadata Migration Dos and Donts

• Do not
• Use Managed Package and Developer Edition
• Recreate manually in destination org
• Best Practice Goals
• Accurate copy is exactly like the original
• Precise every time I do this, I get the same
  result
• Efficient no wasted time
• Effective desired outcome

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Metadata Migration

• We are all good Salesforce CRM Admins
• We like
• Force.com IDE (especially the new version)
• Automation
• We do not blindly copy and paste entire objects
  from one org to another. Why?
• Ill tell you...

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Metadata Migration Two Objects
Need something to Formulate.
Parent
Need something to Roll-Up.
Child
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Metadata Migration One Object Copy/Paste
FAIL

• We cannot guarantee the order in which items are
  deployed, and copying/pasting each field can be a
  pain.

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Metadata Migration Two Related Objects
FAIL
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Metadata Migration Two Related Objects
FAIL
YAY!
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Metadata Migration Use Deployment Tools

• xrl.us/DeployFaster

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Whats up with 15-char and 18-char IDs?

• Good resource xrl.us/15CharacterIDs
• Q Whats up with 15-char and 18-char IDs?
• A UI vs API!
• The User Interface returns 15-character IDs
• The Application Programming Interface returns
  18-character IDs

User Interface returns 15-char IDs
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Whats up with 15-char and 18-char IDs? (contd)

• 15-char IDs are case-sensitive, which Excel
  doesnt distinguish

Excel thinks theyre the same!
These IDs came from a Report
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Whats up with 15-char and 18-char IDs? (contd)

• 18-char IDs are case-insensitive, which Excel can
  distinguish

Extra characters make the difference
These IDs came from Data Loader
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Whats up with 15-char and 18-char IDs? (contd)

• Use Excel Connectors FixID() function
• Bottom line whenever you work with IDs in Excel,
  always make sure to use 18-character IDs.

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Data Migration A stitch in time

• Scenario Adding a new business unit in
  Salesforce CRM. Must bring data from legacy
  system to Salesforce CRM.
• Practice
• Use data templates
• Good Practice
• Create data template for each Object
• Best Practice
• Create data template for each PAGE LAYOUT

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Data Migration A stitch in time

• Templates must be
• Easily understandable to the User (when
  distributed)
• Easily usable by the Admin (when returned)
• It all comes down to CSV which means Excel.
• Rule Templates may have extraneous information,
  as long as it is easily removed prior to
  migration.
• Extra columns and rows may save time down the
  road

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Data Migration A stitch in time

• Creating Data Templates
• Excel Connector makes User and Admin-Friendly
  Templates
• xrl.us/ExcelConnectorDemo
• Process
• Sign into the Connector (set the API to 14.0)
• Change endpoint to test.salesforce.com if using a
  sandbox
• API Token unless Trusted IP
• Table Query Wizard
• Change Options

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Data Migration A Stitch in Time

• What Options?
• The key is to show both the Name and the Label
• Lather, Rinse, Repeat
• This time, you will use the
• other option

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We baked a turkey before the show
ID and Standard Fields in Alphabetical order BY
FIELD NAME
Custom Fields, also in Alphabetical order
Standard and Custom Read-Only Fields in
Alphabetical order BY FIELD NAME
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What else can I do?

• Add picklist values
• Show comments
• Copy/Paste
• Remove comments
• Select cells
• Delete comments
• Repeat for each Object/Page Layout/Record Type
• One tab for each

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Big news! Excel 2007 rocks!

• Excel 2003

• Excel 2007

• 1,048,576 rows by 16,384 columns
• 32,767 characters per cell

• 65,536 rows by 256 columns
• 32,767 characters. Only 1,024 display in a cell
  all 32,767 display in the formula bar.

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Creating help links for standard fields

• Help links are great! But only for for custom
  fields

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Creating help links for standard fields(contd)

• A standard-field workaround

• Make a text field,
• Set its default value to the help text,
• Make it read-only using Field-Level Security

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Creating help links for standard fields(contd)

• Alternately

• Make a formula field,
• Leverage a CASE function to provide
  Stage-appropriate help text

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Receiving Data Linking To An Owner

• Scenario Users provide data with multiple Owner
  values
• Real Example
• John Smith
• Smith, John
• JS0467
• jsmith
• jsmith_at_company.com
• At least it was consistent within each csv sheet

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Receiving Data Linking To An Owner

• Solution External IDs
• Data Loader uses External IDs for UPSERT
• Can use UPSERT for INSERT, UPDATE

• xrl.us/DataLoaderInfo

42
Creating Products the easy way

• Creating a new Product is powerfulbut complex!

1
2
3
4
5
7
6
(standard Price Book)
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Creating Products the easy way(contd)

• Make a Custom Link from the Clone URL of a
  templated Product

1
2
3
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Creating Products the easy way(contd)

• And now we can create a new Productcomplete with
  prices and Pricebook associations!in two clicks

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How do I make Users and Data accountable?

• Checklists Best Practice for field setup
• A vignette

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How do I make Users and data accountable?

• Goals
• Ensure that User makes a decision to indicate
  No
• Eliminate possibility that the User forgot to
  evaluate that item
• Metadata Tricks
• Required field
• No default value
• Best Practice
• Teach Users to navigate using Tab, Arrow Keys

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How do I make Users and data accountable?

• Pertinent Negative

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Reworking tab choices

• Some reasons to hide a standard tab
• Users get confused by the fact that the View
  picklist does not correspond to the Recent Items
  shown immediately below the picklist, and you get
  tired of explaining it
• You want users to be directed by default to a
  specific View or
• You want to suppress the Reports and Tools
  sections that appear on tabs like Accounts and
  Contacts.

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Reworking tab choices(contd)

• Sounds good! What do I do?
• Web Tab xrl.us/SimpleSControl
• ltscript type"text/javascript"gt
• parent.frames.location.replace("URL")
• lt/scriptgt
• Visualforce Tab xrl.us/SimpleVisualforcePage
• ltapexpage standardController"Account"
  recordSetvar"accounts"gt
• ltapexdataList var"a" value"!accounts"gt
• !a.name
• lt/apexdataListgt
• lt/apexpagegt

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QUESTION ANSWER SESSION
David Schach
President
Ezra Kenigsberg
Data Architect