Mass Data Actions
Overview
Salesforce provides out-of-the-box Mass Data Actions to insert, update and delete data in bulk from within the platform. Similar features also exist to transfer and reassign records.
Actions
Insert/Update
One Mass Data Action, primarily to insert/update data, is Data Import Wizard, which Admins have access to OOTB in Salesforce. This tool is comprised of a simple UI that allows users to pick an Object (Standard or Custom), an Action (Insert, Update, Upsert), create simple field mappings and lookups, and then upload their prepared file and receive successes/failures.
Data Import Wizard does require a larger list of fields for some standard objects than other tooling like Dataloader.IO or Apex Data Loader would, which is one drawback. All in all it is a very simple and approachable OOTB tool. It also features guided setup that shows examples of choices as you progress through your import job.
Delete
Another Mass Data Action, to Delete data, is the “Mass Delete Records” action from setup or use other api tooling like Dataloader.IO or Apex Data Loader. Mass Delete Records is extremely simple and robust for standard objects, allowing you to delete parent/children/related records from one screen.
No CSV needs to be prepared and no complex query language needs to be written to retrieve data. It’s picklist configured and very easy to use. Before performing the action, records are displayed in results allowing Admins to see what they are removing. API tooling as mentioned above has more complex features allowing for intense query language and structure, but is not recommended for novice admins. It also requires preparing a CSV list to use for Delete actions.
Transfer
OOTB Salesforce provides yet another Mass Data Action utility in Setup to transfer records without doing a data update of the owner field. You are able to select an object, select a user to reassign to and then use picklist based filter criteria to structure your record list.
As with the Delete action, it provides a summary of the impacted records that can be reviewed before performing the action. For applicable objects, you can also transfer related records like cases or opportunities in the same action.
Reassign
If utilizing Account or Opportunity Teams, Salesforce also offers a simple OOTB feature to reassign members and records between teams. Like the other Mass Actions, it is picklist style configurable and allows Admins to display a configured summary of results before performing the action.
Common Use Cases of Mass Data Actions
| Use Case | Roles | Scenario | Outcome |
|---|---|---|---|
| Org Maintenance | Admins | Data Cleansing |
|
| Data Creation/Update | Admins | Modify Data |
|
Common Challenges
#1 – Can’t see fields to map to when utilizing Data Import Wizard
Resolution
Ensure the fields you want to map to are on the page layout(s) of the Object/Record Type you are loading Data Against. Verify as the user running the Import, that you have the correct FLS to map to the field.
#2 – Mass Delete Action limitations
Resolution
Use filter criteria to segment the number of records you are attempting to delete. Mass delete can time out and/or encounter issues when too many records are attempted to be Deleted at once.
Who is Impacted?
Administrators
Admins in Salesforce are most impacted by mass data actions, as it drives efficiencies in their day-to-day duties.
End Users
End Users will benefit from the decreased time to process data changes when admins utilize simplified OOTB offerings.
Customers
Customers can see better service as admins will be able to quickly enhance their Opportunity and Account team members.