Salesforce Dataloader : The Beginner’s Guide

Customer data plays a huge role in managing customer relations. You can analyze customer behavior by understanding customer data, making strategic decisions, and concluding meaningful insights. Salesforce offers many services to its customers, like Data Loader for managing and analyzing data. 

Explore and learn about Data Management in Salesforce to better understand the concept of Data Loader.

 This guide will take you through the crucial details about the Salesforce Data Loader. As a beginner, you will be able to understand the meaning and valuable features of Salesforce Data Loader. 

What is the Salesforce Data Loader?

The Salesforce platform provides a Data Loader client application that allows organizations to export and import data in bulk. It is used to update, delete, or insert the Salesforce data. This application can perform bulk import and export operations efficiently. 

If you are using a delimited file, you can change the delimiter from the settings option because the Data Loader for Salesforce works with the CSV files. 

There are two methods to use the Data Loader:-

1. User Interface

It helps the organization in the configuration parameters of the CSV files used for exporting/importing mapping fields, data, etc.

2. Command Line

Organizations use this method for automated processing. You must specify the mappings, configuration, and data sources to use this feature.

What are the Features of Salesforce Data Loader?

1. Easy-to-use Interface

The Interface provided by the Salesforce Data Loader is easy and interactive. It allows the user to map fields from the input file and use the option of drag-and-drop for field mapping. 

2. Cross-Platform Support

The Salesforce Data Loader works smoothly across Windows and Mac platforms. It also supports data projects.

3. Scalable

The Salesforce Data Loader is scalable because it can support the loading of as many as 5 million records.

The Salesforce Data Loader can log detailed files in CSV for easy and detailed analysis. It also has an in-built CSV file viewer to view it before configuration for loading the data. 

Data Types Supported by Data Loader

The Data Loader supports almost every type of data. Check the list below:-

1. Base64 

It mainly shows binary data, and it is a binary-to-text encoding scheme. It converts the data into radix 64 form. 

2. Boolean

The boolean values can be used in any form and are case sensitive. 

3. Double

The Salesforce Data Loader also supports a standard double variable of 64bit. 

4. Date Format

The user can change the date format according to his preference. The Date Format is available on the Salesforce Data Loader in many forms.

5. String

The Data Loader also supports standard string data types.

The Salesforce Data Loader supports the standard Integer data format. The documentation gives all the relevant details of the data types in Salesforce and various APIs needed for the Data Loader to run smoothly. 

Functions Performed by the Salesforce Data Loader

The Salesforce Data Loader is used to perform many functions as follows-

1. Insert- for creating a record.

2. Update- for updating any record.

3. Upsert- for editing or updating a record. It also allows the user to update and insert the record simultaneously.

4. Hard Delete- to delete a record permanently.

5. Delete- to delete a record

5. Export all– for exporting the records, including the recycle bin’s records.

6. Export- for exporting the records but excluding the recycle bin.

Data Loader Salesforce Limits

Salesforce Data Loader is a tool provided by Salesforce that allows you to import and export large amounts of data in and out of Salesforce. There are several limits and restrictions to keep in mind when using the Data Loader:

1. Batch size limit: A single batch in the Data Loader can contain up to 50,000 records. If you have more than 50,000 records, you’ll need to break them up into multiple batches.
2. API limits: Data Loader operates using the Salesforce API, so it’s subject to the same API limits as any other API client. You can make up to a certain number of API calls per 24-hour period, which depends on your Salesforce edition and API usage.
3. Field size limits: There are limits on the size of individual fields within Salesforce, such as the size of a text field or the number of characters in an email address. The data Loader will enforce these limits when importing or exporting data.
4. Error handling: Data Loader provides basic error handling capabilities, but it’s important to be careful and review the error log after each load to make sure that all data is processed correctly.

These are the main limits and restrictions to keep in mind when using Salesforce Data Loader. Make sure to plan your data loads carefully and take into account these limits to ensure that your data is processed correctly and efficiently.

How to Use the Data Loader in Salesforce?

To use Salesforce Data Loader, you’ll need to follow these steps:

1. Download and install the Data Loader: You can download the Salesforce Data Loader from the Salesforce website. Once you’ve downloaded the software, follow the instructions to install it on your computer.
2. Set up your connection to Salesforce: Before you can start using the Data Loader, you’ll need to set up a connection to your Salesforce instance. This involves entering your Salesforce username and password, as well as the security token for your account.
3. Choose the type of operation: The Data Loader supports several types of operations, including insert, update, upsert, delete, and export. Choose the operation that best matches your needs.
4. Map the data: Next, you’ll need to map the data from your source file to the fields in Salesforce. This step involves specifying the field names and data types, as well as any additional processing that needs to be done (such as transforming or validating the data).
5. Run the load: Once you’ve set up your connection and mapped the data, you’re ready to run the load. Start the load process and monitor the progress of the operation.
6. Review the results: After the load is complete, review the results to make sure that all of the data was processed correctly. If there are any errors, you can use the error log to identify and correct the issues.

Steps for Exporting Data from the Salesforce Data Loader

1. Choose the export option after opening the Data Loader. Choose ‘Export All’ to export the deleted and archived data.

2. Select password authentication and enter the details.

3. Select an Object and if that specific object is unavailable, go to the menu and see the available objects.

4. Select the file you want to export and click Browse, Save, and Next.

After following these steps, you will have to create an SQL query to export data. 

1. Select the fields you wish to export.

2. To customize the database, select specific conditions.

3. Edit the query if needed and review it.

4. Choose Finish and Yes.

Steps to Install a Data Loader

The Salesforce Data Loader can be installed from the Salesforce dashboard. From the Setup option, go to Data Management and choose Data Loader. Click install and download the installation file. 

The tool can be downloaded from the Salesforce website, and is available in both Windows and Mac versions.

Salesforce Data Loader Download Windows

To download Salesforce Data Loader for Windows, follow these steps:

1. Go to the Salesforce website: Open a web browser and navigate to the Salesforce website (www.salesforce.com).
2. Log in to your Salesforce account: Click on the “Login” button in the top-right corner of the page and log in to your Salesforce account.
3. Navigate to the Data Loader download page: Once you’re logged in, navigate to the “Tools & Downloads” section of the Salesforce website. From there, select “Data Loader” to go to the download page.
4. Download the Windows version: On the Data Loader download page, select the “Windows” option to download the Data Loader for Windows.
5. Install the Data Loader: After downloading the Data Loader, double-click on the setup file to start the installation process. Follow the on-screen instructions to complete the installation.
6. Launch the Data Loader: Once the installation is complete, you can launch the Data Loader by double-clicking the shortcut icon on your desktop.

Salesforce Data Loader Download Mac

To download Salesforce Data Loader for Mac, follow these steps:

1. Go to the Salesforce website: Open a web browser and navigate to the Salesforce website (www.salesforce.com).
2. Log in to your Salesforce account: Click on the “Login” button in the top-right corner of the page and log in to your Salesforce account.
3. Navigate to the Data Loader download page: Once you’re logged in, navigate to the “Tools & Downloads” section of the Salesforce website. From there, select “Data Loader” to go to the download page.
4. Download the Mac version: On the Data Loader download page, select the “Mac” option to download the Data Loader for Mac.
5. Install the Data Loader: After downloading the Data Loader, double-click on the setup file to start the installation process. Follow the on-screen instructions to complete the installation.
6. Launch the Data Loader: Once the installation is complete, you can launch the Data Loader by double-clicking the shortcut icon on your desktop.

Data Loader Vs. Import Wizard

The Data Import Wizard is an in-built feature of the Salesforce platform used to import data like contacts, Objects, leads, etc. by selecting this option from the Setup menu. It is a step-by-step process. This tool can only load up to 50,000 records and doesn’t provide you the delete option for the operation. The tool is in-built, and you don’t have to install it.

You cannot import opportunities and cases with the help of the Data Import Wizard.

On the other hand, the Salesforce Data Loader is a tool that helps you rapidly transfer the data in bulk. You can import opportunities, events, tasks, and cases using the Data Loader. It supports up to 5,00,000 records and gives you the option to delete the operation. The Data Loader tool requires installation.

Next, explore – Data Import Wizard in Salesforce 

To Sum Up

Many organizations are adopting the Salesforce Data Loader for their bulk data transfer. This guide explained the Salesforce Data Loader in detail and how revolutionary it is for big companies. Sign Up now for a more detailed guide on Salesforce terms and concepts!

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Frequently Asked Questions (FAQs)

1. Why is Data Loader used?

The Salesforce Data Loader is a client application for the bulk import or export of data. It is used to insert, update, delete, or export Salesforce records. By handling large volumes of data efficiently, it aids in data management tasks, making it an essential tool for administrators and developers. Understanding ‘what is data loader in Salesforce’ is key to leveraging its capabilities for large-scale data operations.

2. What is the limit of Data Loader?

The limit for Salesforce Data Loader is often misunderstood. While it’s suggested to handle up to 5 million records per file for optimal performance, this is more of a guideline than a strict limit. The actual constraint is tied to your Salesforce API limits. Theoretically, you can process up to 200 times your API limit in a 24-hour period.  

3. When to use Data Loader in Salesforce?

Data Loader is particularly useful for handling large volumes of data that exceed the capabilities of the Salesforce web interface. It’s ideal for operations involving substantial data sets, especially when you’re dealing with quantities close to or exceeding the 5 million record guideline. This tool becomes essential for complex data migrations, regular data synchronization, or when you need to perform bulk updates, insertions, or deletions that are impractical to manage manually. Its capacity to process a significant number of records, up to the limits of your Salesforce API allowance, makes it a powerful tool for extensive data management tasks.

4. How to enable Data Loader in Salesforce?

To enable Data Loader in Salesforce, you need to download and install it from the Salesforce Setup menu. Navigate to ‘Data Management’ and select ‘Data Loader’. Download the installation file for your operating system (Windows or Mac) and follow the installation instructions. Once installed, you’ll need to configure it by setting up a connection to your Salesforce instance, which involves entering your Salesforce credentials and security token.