If you’re not new to tech, you know that the word “database” is foundational. It is considered the backbone of information storage and access in nearly every system. But for most beginners, the term can seem abstract. Databases power the apps we use daily – from simply managing contacts on your phone to more complicated processes like tracking online orders.
In this article, we’ll cover what exactly a database is and how it comes to life in Salesforce. Our goal is to break it down into simple terms so that by the end, you’ll not only have a clear understanding of databases but also recognize why they make Salesforce such a powerful tool for businesses of all sizes.
What Is a Database?
At its core, a database is a place where information is stored and organized so it can be accessed and managed easily. It’s structured, and you can think of it like a digital filing cabinet where each piece of data is stored for easy access.
To put it simply, think of a database as a table. Imagine one that you’d likely create in a spreadsheet application. An ordinary table has both rows and columns, like this:
Rows
Each row in the table represents an individual entry or piece of data. For example, let’s think of this as a contact book that lists the names of people and their contact information. One row represents a single person and could contain all the details about them like their name, phone number, and email address for example.
In database terminology, these rows are often called records. Below is an example of our table, with the names of two persons. There is no other data about each of them aside from their names: Ella Morgan and Liam Carter.
| Name | Phone Number | Email Address |
|---|---|---|
| Ella Morgan | ||
| Liam Carter |
Columns
Now each column in the table represents a specific type of information you want to track, such as “Name,” “Phone Number,” or “Email Address.” These columns define the kind of data being stored and ensure consistency across all entries. Our table above only has data on each person’s Name. Here’s what it looks like when complete, with all other cells filled out.
| Name | Phone Number | Email Address |
|---|---|---|
| Ella Morgan | 555-872-3491 | ella.morgan@example.com |
| Liam Carter | 555-693-1247 | liam.carter@example.com |
Why Use Tables and Databases?
There’s a reason why some people use Excel or Sheets to build tables and organize different kinds of information. It can be something personal like planning a weekly meal schedule, or something professional like tracking employee performance or managing project timelines. By organizing data into rows and columns, tables can make information easy to read, update, and analyze.
Now, a database takes this simple concept further by enabling powerful tools like searching, filtering, and connecting different tables together. Here’s an example: imagine a table with customer information and another table with customer order details.
A database can link both these tables so you can quickly see which customer placed a specific order or what products they purchased.
Since databases are great at handling large amounts of information, using them ensures everything is consistent, secure, and retrievable in real time. This is why they’re the “backbone” or foundation of many systems we rely on today.
Salesforce Is a Powerful Database
In Salesforce, the concept of a database is fundamental to how data is stored and retrieved. The simple table format illustrated previously is a great way to think about how a database works. Now, let’s translate this concept into Salesforce:
In Salesforce, data is stored in “Objects”, which is the equivalent of tables in a database. The two types of objects in Salesforce are standard Objects (pre-built and include common business data, like Accounts, Contacts, and Opportunities) and custom Objects (created by the business to store information unique to their needs such as tracking real estate properties or events).
The objects in an org can be found under Setup > Object Manager.
Each object has “Fields”, which is the equivalent of columns in our simple table. These fields store specific types of information, like text, numbers, or dates.
When you go into Setup > Object Manager and select any Object (in this case, I selected Contact since our simple table deals with individual contact information), click Fields & Relationships on the left-hand side to see all the fields in that object. Here is where you should find Phone Number and Email Address as fields.
That now leaves us with the rows in our table. These are equivalent to “records” in Salesforce, which are individual entries within the object. I accessed a record by entering the Contact object (not within Setup) and selecting a name from the List View.
I clicked Ella Morgan and the image above shows the record’s fields, which include the data from our Phone Number and Email Address columns. This record represents the row for Ella Morgan in our simple table.
Salesforce databases are incredibly powerful, thanks to their ability to link different objects through relationships. These relationships enable seamless data connections and come in various types, including lookup, master-detail, and many-to-many – which are the most fundamental examples.
A lookup relationship is like a loose connection between two objects, such as linking a Contact to an Account. Another type of relationship is the master-detail relationship, which is a tighter connection where one object depends on another: such as linking Opportunity Line Items to an Opportunity.
Why Use Salesforce as a Database?
Salesforce is a database, yes, but it isn’t just a database. It’s a platform designed to help businesses scale and grow. What’s great about this is that Salesforce is scalable; whether your business has hundreds or thousands of records, you can use Salesforce to handle everything effortlessly.
With Salesforce being a cloud-based platform, your database is very accessible anytime and anywhere, as long as you have the app or a browser and internet connection.
Scalability and accessibility are already pretty great reasons, but Salesforce also makes integration easy. With the right resources, you can connect seamlessly with other pre-existing tools in your business, making data flow across systems easier.
Summary
Databases are the heart of modern technology that powers everything – from personal to enterprise-level systems. Understanding how data is structured, stored, and connected in a database is crucial, especially when diving into platforms like Salesforce.
Salesforce takes the core principles of databases and elevates them, making it more than just a platform for data storage. Its ability to scale, access, and integrate objects seamlessly transforms it into a comprehensive platform for businesses of all sizes. By visualizing Objects as tables with rows and columns, you can better understand how the platform organizes and manages your data.
Take some time to explore objects and records in your own Salesforce org, even just the standard ones; you’ll quickly see how this foundation supports everything from simple data tracking to more complex business processes.