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Learn about Datasets for Salesforce for Outlook (Retiring)
Describes how datasets work in Salesforce for Outlook.
Required Editions
| Available in: Salesforce Classic |
| Available in: Lightning Experience, if Salesforce Classic is available in your org. |
| Available with the purchase of Sales Cloud or Government Cloud in: Personal, Contact Manager, Professional, Enterprise, Performance, Unlimited, and Developer Editions |
Datasets consist of filters that limit what records sync.
Knowing What Syncs
Salesforce for Outlook syncs records based on definitions in data sets, along with records related to them.
Understanding Limits to Datasets
When using data sets, users can sync up to 5,000 records per filter between Microsoft® Outlook® and Salesforce at a time. This means that if users have more than 5,000 records to sync based on the configuration of their data sets, Salesforce for Outlook don't sync some of them. In addition, users find that syncing these large quantities of records can slow down the sync process. You can, however, increase the limits for the number of records users can sync. Keep in mind that you can't reduce the likelihood of the sync process slowing down.
Increasing Limits to Datasets
If your users are working with more than 5,000 records, you can configure their datasets so that they can sync larger quantities of records. Edit their datasets to include additional filters. For example, under Filter By Record Ownership in the Contact Filters section, choose Selected Contacts. Then, choose User's Records under Contacts, Contacts on Opportunities, and Contacts on Accounts. Because the dataset now has three filters, your users can now sync up to 15,000 contact records.
Keep in mind that these various filters you set up don't necessarily select records that are mutually exclusive. Therefore, the sync process doesn’t sync exactly 15,000 records. To avoid this situation, you can further refine the group of contacts you want to sync. Define additional parameters under Filter By Additional Objects and Fields.
After defining the filters, you can get a record count for your users in the Data Set Size section. To do so, enter a user, and then click Get Record Count. If your users still exceed sync limits for the filters you set up, your users can find that the sync process selects records in a random fashion.
About Person Accounts
If your organization enabled person accounts and your users have more than 5,000 records in Salesforce, data sets work in a different way. Specifically, Salesforce runs a query first on person accounts that match filter criteria, and then on contacts assigned to these accounts. So it's possible for the sync process to reach the 5,000 record limit (including person accounts and contacts) and not include some of the contacts your users expect to sync.
