Demand Tools
Salesforce
CRM Demand Tools Overview
• Demand Tools can be a valuable data management tool for
use with Salesforce.com
• DemandTools is a suite of modules to:
– Control
– Standardize
– Verify
– Deduplicate
– Import and generally manipulate salesforce.com data
• It also provides advanced data management capabilities with
the use of scheduled bulk updates
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CRM Demand Tools Capabilities
• You can also update thousands of Salesforce records from
– An Access Database
– Excel spreadsheet
– Or even a UDL file
• Demand Tools administrative toolset allows your administrator
to clean duplicate objects of any type directly from your
Salesforce CRM system.
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CRM Demand Tools Modules
• There are 4 Modules associated with CRM Demand Tools
– Maintenance Modules
– Cleansing Modules
– Verification Module
– Discovery Module
• The Maintenance & Cleansing Modules each contain several
useful tools within each section
• The Verification & Discovery Modules each perform one main
task.
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CRM Demand Tools Modules
• Maintenance Modules
– Import
– Update
– Data maintenance (ex zipfix)
• Cleansing Modules
– Single & Multi-table dedupe
– Lead to Contact/ Lead to Account Dedupe
– Mass Lead Convert
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CRM Demand Tools Modules
• Verification Module
– AddressVerify provides DemandTools customers with a direct link to a
USPS and Canadian Certified online postal database.
– Providing CASS and SERP certified data our web services partner,
StrikeIron Inc. makes the data available for a per transaction (hit) basis.
• Discovery Module
– Compares data in external databases to salesforce
– External data sources include XLS, MDB, CSV and UDL connections &
can be compared to the data in ANY Salesforce.com table.
– Once matches are made an external results file is created.
– No actual information is modified.
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Demand Tools
Maintenance Module - Mass Effect
Maintenance Module – Mass Effect
Common Uses:
• Update information from a csv, xls, xlsx, mdb or udl file into
Salesforce
• Update any Salesforce object including custom objects
• Migrate data from legacy systems
• Insert attachments from files that reside on your local PC (includes
image files, xls, word documents etc.)
• Insert new Tasks, Opportunities, and Events to any object in
Salesforce
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Maintenance Module – Mass Effect
5 Steps
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Step 1: Choose a File
Step 2: Select an Operation
Step 3: Field Mappings
Step 4: Save Scenario
Step 5: Select the row(s) to use in the data and process the
operation
• Demand Tools provides restoring & log files for transactions
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CRM Demand Tools – Mass Effect
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Step 1. Choose a File
1. Select the file by clicking the "Select File" button
2. Browse to find the file and click "Open"
3. If an .xls or .mdb file has been chosen the user must
select the worksheet/table name to process by clicking on it
(will highlight in blue). Click the "Use" button on the right or
double click to select (the fields from the spreadsheet/table
will populate in the left column of the page).
4. The number of records loaded will be displayed in red
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Step 2. Select an Operation
• Update Existing Records: Updates Salesforce object
records based on a matching key
• The default key is the Salesforce ID but can be any field.
• Note: The ID can be either a 15 digit ID (i.e. exported from a
Salesforce Report) or a 18 digit ID (i.e. exported using
DemandTools).
• Important notes on changing the unique key
• To designate a field as the Key field, right click the field and
choose "Set as Key" Keys are case sensitive
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Step 2. Select an Operation
• Restore files cannot be created if the unique key is changed
Special update options are not available (i.e. update only if
empty, and merge multi-select, text-area or boolean field
options) Updates will be done one record at a time vs. in
batch mode (the default batch size in DemandTools is set to
100)
• Depending on the number of records being updated, could
run significantly slower, and could use a large number of
Salesforce API calls
• Multiple records in Salesforce could be updated from one
record on the input file (no guarantee that the selected key is
unique)
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Step 2. Select an Operation
• Insert: Inserts new records for one object per pass (i.e.
cannot create new Account and Contacts in one pass; this
would be two passes with MassEffect)
• Delete: Deletes/Removes Salesforce records via the
Salesforce ID. Deleted records are placed in the recycle bin.
Process Blank: When a checkmark is placed in this
checkbox it allows for a populated field in Salesforce to be
overwritten with a 'null' or blank value from the incoming
spreadsheet. If left unchecked, empty cells in your
spreadsheet will be ignored and the values for those fields
WILL NOT be updated.
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Step 2. Select an Operation
• Restore File: When the "Restore File" checkbox is selected
an "undo" file will be created and saved in the Restore Folder
created upon the installation of DemandTools. The Restore
File, by default, is an xls file and can be used in MassEffect to
revert changes made during an update.
• The Restore File option IS ONLY AVAILABLE when using
the Salesforce ID as the unique key.
• To change the default restore file type to csv or mdb, access
the Edit/Options menu. When processing more than 64,000
records be sure to change the restore file type to something
other than .xls (.csv or .mdb or for those running
DemandTools version 2.2 .xlsx is also an option).
•
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Step 2. Select an Operation
• Export: Exports information from any standard or custom
object in Salesforce
• Export is the only operation in MassEffect that is accessed
outside of the Operation section. To Export information via
right click on the table and choose Export Table
• For more details on Exporting records click here
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Step 3. Field Mappings
1. Choose the object in the middle of the screen to modify by
clicking on the + sign next to the object. This will reveal the
fields that are able to be modified.
2. Map the fields from the data source by left clicking, dragging
a dropping to the matching Salesforce object field.
3. To remove an incorrectly mapped field right click on the
mapping and choose "Remove".
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Step 3. Field Mappings
• Important notes on mapping and data contained in the input
file:
• The tool will show all "Updateable" fields but some may not be
updateable in conjunction with other fields. This information
will be shown in the log files.
• NOTE: Fields with a Data Type of "Auto Number" are NOT
updateable (includes Salesforce auto number fields, i.e. Case
Number and custom Auto Number fields). and CANNOT BE
USED AS A UNIQUE KEY FOR AN UPDATE (cannot use the
"Set as Key" functionality on these fields).
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Step 3. Field Mappings
• Boolean fields 0 = False, 1 = True; to mark a boolean field as
true or false the input file field must have either a 0/1 or
True/False as the input value to make the appropriate
selection
• Multiselect fields, multiple values must be separated by a ";"
character. By default, new multi-select values will
OVERWRITE existing values. To merge the new value with
the existing value, right click on the blue mapped field and
select "Merge input data with existing values in Salesforce".
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Step 3. Field Mappings
• For all lookup/ID fields in Salesforce, the Salesforce ID, not
the name, will be needed. Some examples include:
– Owner ID
• Owner Alias can also be mapped to the Owner Alias field, but only one can
be mapped (either the Owner ID or Owner Alias but not both). Owner Name
is never accepted.
– RecordTypeID
– CampaignID
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Step 3. Field Mappings
• Reasons to Right Click:
• AutoMap:
– To automap the input data right click on the table name and choose
"AutoMap".
– The column name in the data source must match the Salesforce display
name or the internal reference name for a field to auto map (to see the
internal reference name, check the "Show MassEffect Field
Name" checkbox in the Preference/Options menu).
– If a field cannot be auto mapped, it will remain black on the left hand
side of the screen. Once it is mapped manually, it will turn blue.
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Step 3. Field Mappings
• Reasons to Right Click:
• Add Constant:
– To have the exact same value appear on all the records being updated
or inserted, right click on a field and select “Add Constant”. This
replaces the need to create a column in the data source for a field(s) of
data that is constant for all records.
– Only acceptable values will be allowed by field type:
• A numeric field with a limitation on the number of places to the
left or right of the decimal point can not be exceeded
• Picklist field: the constant must be a value that is valid in
Salesforce
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Reasons to Right Click:
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Step 3. Field Mappings
• Reasons to Right Click:
• Remove: removes the field mapping
• Update from input data only if the field is empty in
Salesforce: Will only update a fields value in Salesforce if the
field is Salesforce is blank. If the field in Salesforce has data
in the field
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Step 3. Field Mappings
• Merge input data with existing values in Salesforce:
Applicable only to these field types: Multi-select pick lists, text
area and Boolean (T/F)
• If the value being merged from the input data exists in the
picklist it will become an additional value rather than a
changed one. Example: a multi-select picklist includes the
value of "apples" and the input data has a value of "oranges",
the final value will be "apples; oranges". Boolean True/False
fields will always retain the True value, "T always wins". If
the input data contains a value of False, but the Salesforce
field contains True, the resulting value will be True.
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Step 4. Saving the Scenario
• Save Scenario:
• Saves all field mappings including, added constants Saved
scenarios are scheduleable. To learn more about scheduling,
click here.
• Clear Scenario:
• Clears all mappings
• Load Scenario:
• Allows for the selection of any saved MassEffect scenario and
loads the mappings
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Step 5. Select the rows to use in the
operation & process the data!
• MassEffect allows for the specification of rows to process
from the data source Ex: to process the first 300 rows from a
data source of 13,000 rows go to the control box and change
the "End" number to 299 (applicable to .xls and .csv files).
The end number is 299 because row 1 is actually the header
row, so we need to add one to the end row when changing
the endpoint.
• The default values are 1 to the end of the data.
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Step 5. Select the rows to use in the
operation & process the data!
• To perform the update, insert or delete, click the "Process"
button. If the operation results in errors the results pop-up
box will display the total count of errors with a direct link to the
log file. To quickly locate the error in the log file search for
"status code". To learn more about exception codes found in
log files, click here.
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Restore Files
• When performing an Insert, a file will be created containing
the Salesforce ID's for the newly created records as well as
the original data in the data source. The file name will be the
same as the input file with the added extension of "_IdSave0"
(the zero will increment if the same input file is processed
multiple times). A link to the ID file will be displayed along
with a link to the log file when processing completes.
To “undo” the insert, use the new .xls file as the input file and
run a mass delete of the records (mapping on the Salesforce
ID).
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Restore Files
When performing an Update, a restore file is created of the
data (being modified) as it was in Salesforce prior to the
processing of the updates. The restore file (by default) is an
.xls file and is saved to the location specified in the File Paths
tab in Options. The default file type can be changed in the
Preference/Options menu. Be sure to use .csv .mdb or .xlsx
when processing more than 64,000 rows of data. The restore
file name will be similar to:
MErestore_Account_Jan132009_00001 When performing
updates with the restore file option turned on, the path to the
restore file will be displayed upon completion of the update.
To "undo" the updates, process the restore file in update
mode
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Restore Files
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Demand Tools
Maintenance Module - Mass Change
Maintenance Module – Mass Change
• The MassChange tool allows you to specify a condition to find matching
objects of most salesforce.com tables and set values for those tables to
specific values that you choose.
• It is designed to allow you to quickly change hundreds of records that
require a common value in minutes.
• When you initially start the MassChange tool it will display all of the
available objects from salesforce.com in the "Select Object To Change"
selection box.
• Once you select an object (i.e. Account) the available fields for that
object will be displayed in the "Fields To Show" checked list box.
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Maintenance Module – Mass Change
• You can select between 1 to 6 of these fields to display on the next
screen.
• These fields will help you on the next section of the application to
determine what of the found objects you want to change. For
example, if you were MassChanging contacts you may want to show
FirstName, LastName and Email in the next confirmation screen.
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Mass Change
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Maintenance Module – Mass Change
• The second step is to specify the criteria for the
change. These are the conditions that must be met in order
for the objects (i.e. Accounts, Contacts, etc) to be changed.
• To do this you simply select the field from the top left of the
screen. Once an object is selected the objects to the right of
the field will update depending on the type of field selected.
• For example, if you select "Owner Alias" as the field the
comparison operator will change to one of (equals, not
equals) and the available Alias's will appear in the checked list
box to the right of the field.
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Maintenance Module – Mass Change
• You now must select one or more Alias's for your
condition. The field condition selection will change depending
on the field type (i.e. if you are using a date field in your
condition the selection will become a date selector).
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Mass Change
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Demand Tools
Maintenance Module - Mass Impact
Maintenance Module – Mass Impact
Common Uses:
• The MassImpact module is what CRMfusion terms a multi-table data
manipulator.
• Similar to another DemandTools module called MassChange,
MassImpact allows for the selection of a set of objects to be
selected from the database and for each of them to go through a set
of uniform changes.
• Changes take place directly at the Salesforce data center without
the need to import or export the records.
• MassImpact is a more powerful module than MassChange due to its
multi table capabilities, capabilities of running scheduled scenarios
and its advanced operator changes that can modify field data in a
variety of different fashions.
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Mass Impact
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Maintenance Module – Mass Impact
• The development of MassImpact scenarios starts on Screen
One with the user selecting the Salesforce object that they
would like to effect (impact) changes upon.
• Only fields in the selected table will become available for
manipulation on Screen Two.
• On the left hand side of the interface the user is asked to
select the fields that will show on the final preview screen
before they commit to making data changes. Therefore it is
wise at this point for the user to select fields that they know
they will be impacting as well as any other fields that would
help to validate that the changes are valid.
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Maintenance Module – Mass Impact
• Notice that the fields from the object being modified are
displayed by default but that the + sign allows for related
tables also to be opened and their fields also selected for the
preview screen (multi table capable).
• After selecting fields in the left hand side of the interface they
become listed on the right hand side. Here they can be
reordered if required. Once all fields have been selected and
are in the proper order, the user Selects the Step 2 ->
Conditions and Settings button in the lower right hand corner
to move to Screen Two
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Mass Impact
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Maintenance Module – Mass Impact
• Screen Two begins with a traditional DemandTools "where"
statement that the user uses to select which objects in the
database they would like to effect change upon. Fields in the
table being modified are open by default but related table
information can also be queried in order to develop the sub
set of objects in the database to be modified.
• After selecting the field, the operator and Value, the user
presses Add Condition to move the developed condition to the
current condition list.
• The Expert Mode check box allows for the development of
"or" groups allowing for conditional statements such as "This,
this and this OR this, this and this"
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Mass Impact
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Maintenance Module – Mass Impact
Developing MassImpact Change Conditions
• Once all the condition statements have been defined,
MassImpact will be able to know what records the user wants
to modify.
• In the lower part of the Screen two interface it is now time to
select which fields in the object being modified should be
changed.
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Maintenance Module – Mass Impact
Developing MassImpact Change Conditions
• The Field to Update pull down contains all the modifiable
fields (including custom fields) from the object selected for
modification at the top of Screen one.
• Select the field to impact and then use one of the four tabs
(Value, Field, Formula or Object Count) to decide on how the
field will be uniformly changed within the record set
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Maintenance Module – Mass Impact
Tab Descriptions: Values Tab
• The value tab allows the user to enter an appropriate uniform
value for a field that will be placed on all records.
• The module will show an appropriate dialog box depending
upon the type of field being changed.
• Text area boxes will show a text entry dialog, dates will show
a calendar entry and multi-selects will show a list of allowed
values etc.
• The user enters the value that they would like placed in this
field for all records in the selection set and presses Add to Set
Conditions in order to move the developed routine to the Set
Condition list below.
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Maintenance Module – Mass Impact
Tab Descriptions: Field Tab
• The field tab allows the user to select that they would like to
have the field selected in the Field to Update pull down uniformly
set to that of a different field either in the table being modified or
a related table.
• This can be used to move information from for example one
Contact field to another Contact field or it could be used to
populate a Contact field with the value held in a related table
field as well.
• Select the field to be modified then the user uses the database
tree to find the field they want to use as a substitute and then
the user presses Add to Set Conditions to move the routine to
the Current Set Condition list below.
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Maintenance Module – Mass Impact
Tab Descriptions: Formula Tab
• The formula tab allows the end user to develop complicated
and powerful impact formulas to change to data in the
selected field.
• Formulas can be executed on single fields or multiple fields at
the same time and can even be developed to work in a multi
table view.
• A short description of the functions allowable in the
MassImpact formula tab are as follows:
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Maintenance Module – Mass Impact
Tab Descriptions: Formula Tab
-Date: Populate a field with a specified year, month, and day
-if_DateReturn: Return a data value based upon a condition
-if_NumberReturn: Returns a number value based on a
condition
-if_StringReturn: Returns a text value based on a condition
-Int: Rounds a number DOWN to the nearest integer
-LCase: takes a field and lower cases letters
-len: Returns the number of characters in a text string
-Mid_1: Returns all characters from the middle of a text sting
after a given starting position
-Mid_2: Returns the characters from the middle of a text
string, given a starting position and length (number of
characters to return)
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Maintenance Module – Mass Impact
-NaPhoneFix: takes phone number and formats it to match
the format as entered in salesforce.com, will also standardize
an abbreviation for extension to x
-Normailzed_US_Address: Standardized a street address to
match the USPS preferred format (CASS).
-now: Updates a date and/or date/time field to the current day
and/or current day and time
-ProperCaseName: Proper case a "Name" field.
-random: Assigns a random value
-Round: Rounds a number to the nearest integer
-StringReplace: Search a field, find a particular string, replace
with desired string
-StringReplaceCS: Same as String Replace with case
sensitivity
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Maintenance Module – Mass Impact
-today: Update a date and/or date/time field to the current
day.
-UCase: takes a field and upper cases letters
-WCase: Takes a field an upper cases just the first letter.
-ZipCodeClean: Strips out non-numeric characters, checks to
see if there are less and 5 digits.
The user enters the formula that they would like applied on
this field for all records in the selection set and presses Add to
Set Conditions in order to move the developed routine to the
Set Condition list below.
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Maintenance Module – Mass Impact
• A description of the capabilities of each tab is:
-today: Update a date and/or date/time field to the current
day.
-UCase: takes a field and upper cases letters
-WCase: Takes a field an upper cases just the first letter.
-ZipCodeClean: Strips out non-numeric characters, checks to
see if there are less and 5 digits.
The user enters the formula that they would like applied on
this field for all records in the selection set and presses Add to
Set Conditions in order to move the developed routine to the
Set Condition list below.
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Maintenance Module – Mass Impact
• Tab Descriptions: Object Count Tab
• The object count tab allows the user to populate the field to be
modified with the total sum of the number of sub objects of a
particular type that are related.
• For example this tool could easily populate an Account field
called "Number of Contacts" or "Number of Opportunities"
with the count of those sub objects.
• Many customers use this tool as a work around outer join
query capabilities because by putting a count of sub objects
on a record they can then query with questions such as "
Show me all the Accounts without Contacts" by searching for
zero values.
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Maintenance Module – Mass Impact
• Once the user has completed the process of developing set
conditions to determine how fields will be changed they can
then select the Step 3 -> Review records and Update button
to see a preview of the changes that will take place before
they decide to commit them.
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Mass Impact
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Maintenance Module – Mass Impact
• Screen Three will appear after the records to be changed
have been downloaded from Salesforce and will show all the
fields initially selected in Screen One plus the new values
being populated into any fields.
• Values with white backgrounds show the information how it is
currently in Salesforce while values with yellow backgrounds
preview the data change that will take place if this
MassImpact scenario is executed. the user is given the ability
to preview the results, remove individual records from the
selection set if desired and finally if content with the operation
they can select Update Records to make the changes take
place.
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Mass Impact
• The lower left hand part of the interface allows the user to
save this MassImpact routine as a Scenario. MassImpact
scenarios can be saved for later use, scheduled to run
automatically and are excellent ways for end users to develop
data standardization routines that will clean and standardize
their data on a regular basis.
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Mass Impact
• Also available is the ability to export grid data into a variety of
different file formats and some advanced grid control options.
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Demand Tools
Cleansing Section– Mass Lead Convert
Mass Lead Convert
The MassLead Convert tool allows you to select unconverted
leads and quickly convert them to contacts and accounts.
With the MassLead Convert tool you can:
• Select leads with varying levels of criteria
• Create opportunities upon conversion if desired, utilize the
company name for the opportunity name, or use a standard
value
• Assign non queue owned leads to an individual owner
• Create tasks for the lead owner Send notifications to the
contact owner
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Mass Convert
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Mass Convert
Add Condition - The first step is to specify the criteria for
DemandTools to select the leads that you want to convert.
• These are the conditions that must be met in order for the
Leads to be converted.
• To do this you simply select the field from the top left of the
screen.
• For example, if you select "Owner Alias" as the field, the
comparison operator will change to one of (equals, not
equals) and the available Alias's will appear in the checked list
box to the right of the field.
• You now must select one or more Alias's for your
condition. The field condition selection will change depending
on the field type (i.e. if you are using a date field in your
condition the selection will become a date selector).
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Mass Convert
• For example, if you select "Owner Alias" as the field, the
comparison operator will change to one of (equals, not
equals) and the available Alias's will appear in the checked list
box to the right of the field.
• You now must select one or more Alias's for your
condition. The field condition selection will change depending
on the field type (i.e. if you are using a date field in your
condition the selection will become a date selector).
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Mass Convert
• Current Conditions
• The current conditions that you have added are displayed in
the "Current Conditions" text area.
• By default, all of the conditions combine with an AND
condition.
• This means that the more conditions you add, the fewer
objects will be found as they must match all condition.
• If you choose to OR the conditions together you will find more
objects with each condition.
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Mass Convert
Current Conditions
• When you are selecting text fields (such as MailingState) you
can separate the values with comma's and the tool will find
objects where any of those values are found.
• For example, if you are planning on changing account
ownership based on state you can enter: WA,CA,AZ in the
MailingState field and the tool will match any records that
match one of those 3 MailingStates.
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Mass Convert
• Selection of Convert Settings consists of selecting the Lead
Status Value and whether or not you want to create an
opportunity with each converted lead.
• If you choose to create an opportunity (by checking the
Create Opportunity box), you then have two choices regarding
Opportunity Naming. You can use the company name, or give
all opportunities from this lead conversion the same name.
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Mass Convert
Contact/Account Ownership
• With this option you select if you want the current lead owner
to be the Contact/Account owner or assign ownership of all
converted leads to a specific person.
• If you choose Lead Owner, you will need to select a new
owner for those leads that are being converted & owned by a
lead queue.
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Mass Convert
Notification
• Select if you want the new contact owner to be notified and if
you want a task created.
• When you select the Convert Leads button, a notification
screen comes up telling you how many leads are going to be
converted.
– You do not get to review the leads before they are converted.
– If there are two employees at the same company, two accounts will be
created.
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Mass Convert
• When the conversion is completed results will be logged in
your Log Files folder in the DemandTools directory.
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