Salesforce: Performing bulk actions using the data loader

Note

You must have the data loader installed on your computer before completing bulk action tasks. View the data loader article for instillation instructions. You must also be a Salesforce System admin to complete this task. App managers, Site owners/managers, etc. cannot complete this action.

 

Adding new users

Making bulk changes

Export and update Simpplr content 

Bulk upload expertise

Reactivating previously deactivated users

 

 

Below are some common Salesforce Objects updated or inserted using Data loader. 

Object Description

Name in Data loader

Use

Minimum fields

People Data fields

User (User)

Add new users and update people data if not using a Syncing source for people data like and HRIS. 

 

Simpplr Content

(Simpplr__Simpplr_Content__c)

Export and update content

Select Id, Simpplr__Text_Intro__c, Simpplr__Text_Main_Continued__c, Simpplr__Text_Main__c, Simpplr__Title__c FROM Simpplr__Simpplr_Content__c.

Profile Expertise

(Simpplr__Expertise__c)

Import Expertise tags in bulk

Simpplr__Display_Name__c, Simpplr__Name_c

File ownership

Content Document (ContentDocument)

Update the OwnerID to change native file ownership.

 

Simpplr Site Role

Simpplr Site Role (Simpplr_Site_Role_C)

Check who has Site management credentials for your entire intranet. 

 

Simpplr File (edited)

Simpplr File (Simpplr_File_C)

See the organization and locations of your native files. 

 

Simpplr Audience

Simpplr Audience (Simpplr_Audience_C)

See the audience counts for your sites. 

 

Simpplr People

Simpplr People (Simpplr_People_C)

Update people data in Simpplr when using a syncing source like an HRIS.

 

 

Adding new users

How-to video

  1. Open the data loader application on your computer.
  2. Click Export.

    data_loader_redo_1.png
  3. Toggle OAuth and select Production.
  4. Click log in and follow the prompts.
  5. Click Next.
  6. Select User (User) and choose your download location for the export. Then click Next.

    data_loader_redo_2.png
  7. Select the fields you want to update. Be sure to include the user email and ID for any export. For new users, include all the fields you want on the user profiles in Simpplr. The following fields are required for all users:

    Screen_Shot_2021-09-01_at_12.46.16_PM.png
  8. Click Finish then Yes, and finally Okay. Now open the export file. We'll use this export as our template for creating the new users.
  9. Create a blank Excel workbook (new Excel file).
  10. Copy the headers from your export into the first row of the new Excel sheet.
  11. Save your Excel file with an appropriate file name.
  12. Add the data for your new users. Use the existing data from your export where you don't have that data already and can see that all users from your export have that element. Note that ProfileId is a standard across all your users of the same type and a key field to pull across from your export.
  13. Save the Excel file with the new users and their data. Now go back to the data loader application.
  14. Use the Insert option to add your new users.
    data_loader_redo_3.png
  15. Select the User (User) object.
  16. Click browse and select the applicable file. then click Next.
  17. Click Create or Edit a Map.
    data_loader_redo_4.png
  18. Click Auto-Match Fields to Columns.
    data_loader_redo_5.png
  19. This will populate the fields. Review the auto mapping for accuracy. If there are critical blanks, drag and drop the appropriate value from the list above and into the correct section below.
  20. When finished, click OK, then Next
  21. Select a location for Error files on your computer and click Finish. A confirmation box will appear, click Yes.
    data_loader_redo_6.png

Click this link for the Salesforce instructions on inserting users with the data loader. The following videos and articles will also help!

 

Making bulk changes

Back to top

  1. Use the data loader to export users from the User (User) object. Click Export.
  2. Log in to the data loader and select User (User). Then click Next.
  3. Select the Query fields. At a minimum, Email, FederationIdentifier, FirstName, Id, IsActive, LastName, and Username are required.
  4. Once you have your fields selected, click Finish and choose Yes from the popup.
  5. You should have a new Salesforce Export. In it, remove the users you don't need to update. Then update the relevant fields.
  6. Save your export in CSV format.
  7. Open the data loader again and click Update.
  8. Select User (User) and find your new CSV file. Click Next, then Okay.
  9. Click Create or Edit a Map.
  10. Click Auto-match Fields to Columns. this should populate the fields. If there are critical blanks, drag and drop the appropriate value from the list above into the correct section below. then click OK, and Next.
  11. Select a place for the Error files on your computer and click Finish. At the confirmation popup box, click Yes.

Export and update Simpplr content

Back to top

  1. Open the data loader and click Export, then choose Production and log in to your Prod environment.
    data_loader_redo_1.png
    log_in_data_loader.png

  2. Click Allow when logging in to allow the data loader access to your Salesforce data. then click Next.
    allow_access_data_loader.png
  3. Check the box next to Show all Salesforce objects, then find Simpplr content (Simpplr__Simpplr_Content__c) and click.
    simpplr_content_export.png
  4. From the Choose a target for extraction field, click Browse, then find a place on your computer you will remember to save the file you're going to download. this may be your desktop, for example. Click Save in the popup. then click Next.
  5. From the next screen, edit the query field by inputting the following string of text: Select Id, Simpplr__Text_Intro__c, Simpplr__Text_Main_Continued__c, Simpplr__Text_Main__c, Simpplr__Title__c FROM Simpplr__Simpplr_Content__c. (Optionally you can include the object Simpplr__Site__c. This will allow you to sort content by sites, making it easier when sorting through the csv file.)
  6. Click Finish, then OK.


    export_content_data_loader_2.png

    Note:

    You can also choose the items from the dropdown list to add to the query field.
  7. Navigate to the location you saved your file on your computer and open it. You should see all the content in the Simpplr__Text_Intro__C.
    simpplr_content_export.png
  8. Make any edits needed to the content and save it as a new csv file. Remember the save location because you'll be uploading the file back into Salesforce via the data loader.

To upload the file back into Salesforce: 

  1. From the data loader home, select Update.
    update_data_loader.png
  2. From the list of objects, find and select Simpplr Content (Simpplr__Simpplr_Content__c). then click Browse and open your csv file. Click Next.
    update_data_loader_2.png
  3. From the popup, click OK.
  4. Click Create or Edit a Map.
    create_or_edit_a_map.png
  5. Select Auto-Match Fields to Columns, then click OK.
    auto_map.png
  6. Click Next, then Finish. This updates all content on Simpplr with the changes you made in your csv file. 

Bulk upload expertise

You're able to create and upload Expertise in bulk using the data loader. Follow the same steps as above to export data:

  1. Find the object Simpplr Expertise (Simpplr__Expertise__c) and add it to the string for the export.
  2. Add both Simpplr__Display_Name__c and Simpplr__Name__c to the string and click Finish. this will begin your export.
    data_loader_expertise_1.png
  3. Open the csv file with Excel, and in the Simpplr__Display_Name__c column, enter new expertise, or replace the existing expertise name as how you want it to appear in Simpplr, e.g., Public Relations.
  4. In the Simpplr__Name__c field, the values must be alphanumeric in lower case, e.g., only Alphabets and Numbers, e.g publicrelations.
    expertise_csv_file_sample.png
  5. Once you've completed and saved the csv file with the new expertise, open the data loader and use Insert. Follow the prompt to log in if it asks, select the Simpplr__Expertise__c object and insert the file. To finish, click Next, then Finish. The new data will be reflected in your Salesforce/Simpplr instance.
    upload_expertise_file.gif

Reactivating previously deactivated users

If you've deactivated users and need to reactivate them for any reason (seasonal employees, interns, etc.) the data loader is the best way to switch their active status. To do so:

  1. Export a list of all your users (Active and Inactive) by clicking Export from the data loader home. Log into your Production environment (if not already), and when prompted, find the User (User) object and select.
    data_loader_reactivate_1.gif
  2. Choose a save location for your file and click Next.
  3. Where you see the option to choose the query fields below, select EmailId, and IsActive. The generated query should look like the image below. Click FINISH.
    data_laoder_reactivate_2.png
  4. Make sure there were no errors during the extraction, then open the CSV file from the download location you set. We recommend opening the file with Excel.
  5. The CSV file should look similar to the image below. Deactivated users are marked "FALSE" in the ISACTIVE column. In that column, for the users you want to reactivate, change any fields currently marked "FALSE" to "TRUE". Save your file.
    data_loader_reactivate_3.png
  6. Now you can upload the file via the data loader to save your changes in Salesforce/Simpplr. 
  7. Back on the data loader home screen, click Update. Find the User (User) object again and choose the CSV file you just saved. Click Next.
    data_loader_reactivated_4.gif
  8. From the next screen, ensure the same fields from the extract are all selected (ID, EMAIL, ISACTIVE). If they're not there, click Create or Edit a Map and assign those fields. Click Next.
    data_loader_reactivate_6.gif
  9. Choose your Directory save location (where the file will be saved) and click Finish
  10. Head back to Salesforce. In the User menu, verify your users have been reactivated by making sure the Active box is checked in their profile.
    data_loader_reactivate_7.png
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Comments

2 comments
  • Hi Matthew,
    Which of the categories above would best apply if we wanted to mass delete files from a site?

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  • Hi Aileen. Although this isn't a recommended best practice, you could technically delete native Simpplr (Salesforce) hosted files by exporting the Content Document object. This will export all files stored in Salesforce, including images. Export the CSV file, remove any files from the sheet that you'd like to remain, and then using the data loader, choose Delete. Choose the same Content Document object, then reupload the newly edited CSV containing the files you'd like to delete and make sure Id is mapped correctly. There is not a way to remove 3rd party-hosted files (i.e., Google Drive, SharePoint, etc.) with the data loader.

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