External Relationship in Salesforce

In our previous blog post we had discussed about Junction Relationship in Salesforce.In these blog post we discuss about External Relationship in Salesforce

External Relationship in Salesforce

External Objects are objects in Salesforce that map to data located outside of Salesforce. Think of them as a bridge connecting Salesforce with external databases or systems. These objects allow users to access, view, and sometimes modify external data without having to store it directly within Salesforce.

External Objects are typically used when you want real-time access to external data without the need for duplication.

Types of External Relationships

Salesforce offers several types of relationships to handle external data. Understanding the nuances of each can help you decide which is the best fit for your business needs.

Lookup Relationships

A Lookup Relationship between Salesforce and an external object allows users to link data between the two. It’s similar to a standard lookup but tailored for external objects. For instance, you could connect a Salesforce Account to an external record in a financial system.

Indirect Lookup Relationships

An Indirect Lookup Relationship works slightly differently by connecting an external object to a Salesforce standard or custom object using a unique identifier (external ID). This is helpful when external data is referenced by some other attribute that matches an internal object field in Salesforce.

External Lookup Relationships

An External Lookup Relationship is used to link an external object with another external object or with a Salesforce object. In this case, the system uses the external ID of the target object to create the relationship, ensuring that the correct record is accessed across systems.

Why Use External Relationships

External relationships in Salesforce provide several advantages, including:

• Real-time data access: No need to duplicate external data inside Salesforce.
• Cost-effective: Reduces data storage costs by keeping data outside of Salesforce.
• Improved business agility: Seamless integration with external data allows organizations to adapt quickly.

How to Create External Relationships

Creating external relationships in Salesforce is a straightforward process. Here’s a step-by-step guide:

Login to Salesforce Account

Click Gear icon Navigation to Salesforce Setup

Navigation to Object Manager

We have select the required object

Click New field

Select External Relationship

Select New Relationship

Salesforce Connect Overview

Salesforce Connect is a powerful tool that enables the use of external objects and relationships. It allows you to access data from external systems without duplicating it in Salesforce, saving storage costs and maintaining data consistency.

With Salesforce Connect, you can:

• Integrate external data seamlessly.
• Use real-time data for reports and dashboards.
• Interact with external data as if it were native to Salesforce.

Working with External Data Sources

Setting up External Data Sources

To establish external relationships, you’ll first need to set up the external data sources. This includes specifying the connection details, data format, and authentication methods. Supported formats typically include OData, SQL, and REST.

Supported Data Sources

Salesforce supports a variety of external data sources including:

• OData Services (e.g., SAP, Microsoft SharePoint)
• SQL Databases (e.g., MySQL, SQL Server)
• Web Services (via REST or SOAP)

Best Practices for Using External Relationships

When using external relationships, it’s important to keep the following best practices in mind:

Data Consistency

Ensure that data is consistent between your external source and Salesforce. This can be done by setting up proper validation rules and ensuring that external IDs are unique and accurate.

Performance Considerations

Accessing external data in real time can slow down operations if not managed carefully. It’s essential to monitor performance and optimize queries to avoid delays.

Common Use Cases for External Relationships

External relationships are particularly useful in scenarios where real-time data is crucial. Here are a few examples:

Integrating External Databases

Companies often have data stored in external databases. Salesforce Connect and external relationships allow you to integrate that data seamlessly into your Salesforce instance.

Third-Party App Integration

Many organizations rely on third-party apps for specific functions like accounting or HR. External relationships allow Salesforce to access and interact with these apps’ data directly.

Benefits of External Relationships in Salesforce

• Cost savings by avoiding data duplication.
• Access to real-time data for better decision-making.
• Enhanced integration between Salesforce and third-party systems.
• Streamlined workflows by reducing the need to switch between systems.

Challenges and Limitations

Despite their many benefits, external relationships in Salesforce do come with challenges:

• Performance issues if data queries are not optimized.
• Complex setup for certain external systems.
• Limited customization in some scenarios.

External Relationships and Security

Security is a top priority when dealing with external relationships. Salesforce provides built-in security mechanisms, such as OAuth for authentication and field-level security controls. Ensure that your external systems comply with these security standards.

External Objects vs Standard Salesforce Objects

The primary difference between external objects and standard objects is where the data is stored. While standard objects store data inside Salesforce, external objects reference data outside of Salesforce.

Conclusion

External relationships in Salesforce are a powerful way to integrate and manage data from outside sources. They provide flexibility, reduce costs, and ensure that your organization has access to real-time information. By understanding how to use external relationships effectively, you can enhance your business processes and maximize the value of your Salesforce instance.

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FAQs

What is an external object in Salesforce?

An external object allows Salesforce to reference data stored outside the platform, such as in an external database.

What is the difference between an external and standard lookup relationship?

A standard lookup relationship links objects within Salesforce, while an external lookup connects Salesforce objects with external data sources.

How does Salesforce Connect help with external relationships?

Salesforce Connect allows you to access and interact with external data in real time, without duplicating it within Salesforce.

What are the benefits of using external relationships?

External relationships provide real-time data access, reduce storage costs, and improve integration between Salesforce and third-party systems.

What is the main limitation of using external relationships?

One limitation is the potential for performance issues if data queries from external systems are not optimized.

In our next blog post we will discuss about Multipicklist in Salesforce