Importing, exporting, and managing data

Pick the import tool by volume and object: the Data Import Wizard for common objects and moderate volumes, Data Loader for everything else. External IDs let you update and insert in one pass. Before any mass change, export a backup.

Choosing an import tool

• Data Import Wizard: Runs in the browser, handles up to 50,000 records at a time, and supports accounts, contacts, leads, campaign members, person accounts, and custom objects. It can check for duplicates and apply lead assignment rules.
• Data Loader: A desktop client for large volumes (up to millions of records) and every object the API supports, including opportunities and products. It can insert, update, upsert, delete, hard delete, and export.
• Scheduling: Data Loader can run from the command line, so loads can be scripted and scheduled. The Import Wizard can't be scheduled.
• Neither tool fires an approval or asks the user to confirm each row, but automation such as flows and validation rules still runs on every record.

IDs, upsert, and relationships

• Record ID: Every record has a unique Salesforce ID (15 characters case-sensitive, 18 characters case-insensitive). Updates and deletes need it.
• External ID field: A custom field marked External ID that holds the record's ID from another system. It is indexed, so it is also fast to search.
• Upsert: Updates the record if the matching ID or external ID exists and inserts it if not, all in one operation.
• Loading related records: Load parents before children, and use the parent's ID or an external ID to fill lookup fields on the children.

Mass changes and recovery

• Mass Transfer Records: Changes the owner of many accounts, leads, or custom object records at once, for example when a rep leaves.
• Mass Delete Records: Deletes many records of some standard objects that match criteria. Data Loader handles other objects.
• Recycle Bin: Deleted records stay for 15 days and can be restored along with their related records. A hard delete through Data Loader skips the Recycle Bin.
• Data Export Service: Exports org data as CSV files on demand or on a weekly or monthly schedule, depending on edition, for backup.
• Backups: Export data before every mass update or delete. Salesforce Backup and partner tools offer automated backup and restore.