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The Power of Upsert and External IDsSalesforce Data Integration Techniques

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Doug AyersSenior Developer/ArchitectVirsys12@DouglasCAyersdouglascayers.comgithub.com/douglascayers

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Your Bridge Between Technology & Need

An award-winning Silver Consulting Partner focused on healthcare innovation

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Health Systems ACO & Population Management

Behavioral Health

Ancillary Providers & Healthcare Service Providers

External Data Integration• Scenario

▫When Salesforce is not the “System of Record”• Concerns

▫How to prevent creating duplicates in Salesforce?

▫How to create parent records then link child records?

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ERP OMS EMR HCM

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Traditional Approach

ExportRecords

VLOOKUP to Match

Insert Non-MatchesUpdate Matches

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Traditional Approach

ExportParentRecords

VLOOKUP to Match

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ExportExistingRecords

VLOOKUP to Match

Insert orUpdate3

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Traditional Approach

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How you feel juggling all the files…

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How you feelwhen it goes wrong…

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TediousError Prone

Doesn’t Scale

Traditional Approach

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Did he say ‘upsert’??• Insert

▫ Always creates new records• Update

▫ Makes changes to records you know their Salesforce ID

• Upsert▫ Inserts or Updates based on existence of the record▫ Matches on External ID field

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First, you need External IDs

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First, you need External IDs• Supported Custom Field Data Types

▫Auto Number, Number, Text, Email

• Determine Record Identifiers from External Systems▫Order Numbers, Patient IDs, Employee IDs, …

• Super Power: Field becomes Searchable and Indexed▫SOQL performance!

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Upsert Benefits• Simplifies insert/update operations!• Do not have to know Salesforce IDs!• Do not have to export and match on

existing records!• Helps prevent duplicates!• Fewer API calls needed!• Can set lookup fields too!

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Live Demo Time• Create External ID• Salesforce Data Import Wizard• MuleSoft dataloader.io• Salesforce Data Loader• Workbench• Apex Code

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Best Practices• Mark External IDs as Unique

• Use Compound Values for Uniqueness“Hospital-100 Patient-123” “Hospital-200 Patient-123”

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Use Case: Populating Sandboxes• Create Salesforce Migration ID field in production

▫ Unique, Case-Sensitive, External ID• Create Sandbox or Deploy New Fields• Export Data from Production• Import Data to Sandbox

▫ Upsert matching on Salesforce Migration ID▫ Map exported ID field to Salesforce Migration ID

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Use Case: Multiple Source Systems• Invest in Master Data Management

▫ MDM Strategy Dreamforce Video• Upsert Salesforce by MDM External ID

▫ Store related system ids as other fields• Benefits

▫ Mashups with Canvas apps▫ Deep linking to related systems▫ More context on layouts & reports

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ETL: Advanced Data Loading• Upsert with Talend and Populating Sandboxes• MuleSoft Salesforce Connector• Upsert with Jitterbit• Upsert with Informatica and User Guide• IBM DataStage and IBM Cast Iron• Dell Boomi Salesforce Connector• V12 Connect by Virsys12 & Trinisys

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Further Reading• My Blog Posts: Part 1 and Part 2• Data Import: Cleaning Up Your Import File• Red Argyle: VLOOKUP Explained• Salesforce University: Integrating with SOAP API• Apex Developer Guide: Upserting Records• Jeff Douglas: Using External IDs in Salesforce• Jitendra Zaa: All About Upsert and External ID

QuestionsDoug Ayers@DouglasCAyersdouglascayers.comgithub.com/douglascayers

The Power of Upsert and External IDs

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