Overview
Data Modeling and Management is 20% of the Platform App Builder exam under the Summer '26 guide, slightly down from 22%. Its four objectives cover choosing the right data model for a scenario, comparing relationship types and how each affects record access, the user interface and reporting, weighing the effects of selecting or changing a field's data type, and evaluating options for importing and exporting data, including external data sources.
Everything else in the app sits on top of the schema. A relationship choice decides whether roll-up summaries are available, whether child records have owners, and which related lists and report types appear. A careless field type change can truncate values or break formulas. The current guide folds record types and core objects into one data model objective and no longer lists Schema Builder separately, though it remains a useful tool.
How it's tested
Expect scenario questions about a business process that needs new objects or relationships, and questions that ask what happens if a relationship or field type is changed. Import items give a record count, a source and a need such as deduplication or scheduling, and ask which tool or approach fits best.
-
Choose the relationship
Requirements mention cascade delete, required parents, roll-ups or many-to-many links, and you select lookup, master-detail, junction object or hierarchical.
-
What breaks if it changes
You are asked about converting a field type or relationship, and must spot data loss, formula impacts or prerequisites such as no orphan records.
-
Pick the data tool
A volume, source and frequency are given, and you choose Data Import Wizard, Data Loader, Data Export or an external object through Salesforce Connect.
A company tracks Inspections for Properties. Each inspection must belong to one property, inspections should be deleted with the property, and the property must show the count of failed inspections. Required parent, cascade delete and a filtered count all point to master-detail, which enables a COUNT roll-up summary with a filter on Status. A lookup would need extra automation for both the deletion and the count.
Objectives 4
Official objectives from the Salesforce outline, in outline order.
2.1 Given a scenario, determine the appropriate data model.Standard versus custom objects, record types and object design.
- What it means
- Designing a data model means deciding which standard objects to reuse, which custom objects to create, what fields they need, and how they relate. It also includes using record types to offer different picklist values, page layouts and business processes for different groups on the same object. Good models reuse Account, Contact, Opportunity and Case where they fit, rather than duplicating them.
- What to understand
- Know when a record type beats a new object: same data, different process or picklist values. Know when a new custom object is needed: a distinct entity with its own lifecycle and many records per parent. Understand the standard object model, such as accounts with many contacts and opportunities, and when person accounts or Contacts to Multiple Accounts apply. Schema Builder and Lightning Object Creator help visualize and create objects quickly.
- How it shows up
- A scenario describes a business process; you choose standard objects, a new custom object, or record types on an existing object.
- Common confusion
- Creating a separate custom object for each product line when record types on one object would serve.
2.2 Given a scenario, explain the capabilities of the various relationship types and the implications of each on record access, user interface, and reporting.Lookup, master-detail, many-to-many, hierarchical and external relationships.
- What it means
- Lookup relationships loosely link two objects; the child keeps its own owner and sharing, and the parent can be optional. Master-detail relationships tightly bind the child to a required parent, which controls its sharing, ownership and deletion. A junction object with two master-detail fields creates a many-to-many relationship. Hierarchical relationships link users to users, and external and indirect lookups connect to external objects.
- What to understand
- Know the consequences on each axis. Access: detail records inherit sharing from the master and have no owner field. UI: relationships add related lists on parent page layouts. Reporting: master-detail and lookup relationships appear in standard and custom report types, and junction objects let you report from either parent. An object can have up to two master-detail relationships and up to 40 total relationships by default.
- How it shows up
- Expect requirement lists that mix delete behavior, sharing and roll-ups; only one relationship type satisfies all of them.
- Common confusion
- Thinking a lookup can have roll-up summary fields natively; standard roll-ups require master-detail (or certain standard relationships).
2.3 Given a scenario, determine the considerations when selecting or changing a field data type.Choosing field types and the impact of changing them later.
- What it means
- Each field type stores and validates data differently: text, number, currency, percent, date, date/time, picklist, multi-select picklist, checkbox, formula, lookup and others. Changing a type later is allowed only for some combinations, and conversions can truncate or delete data. Fields referenced in formulas, Apex, flows or reports may block a change or break after it.
- What to understand
- Know the risks: converting text to number or picklist can lose values that do not fit, converting a long text area to a shorter type truncates content, and some types such as formula and auto-number have special conversion rules. Fields with dependencies, external ID or unique attributes, or used in roll-ups cannot always be changed. Converting a lookup to master-detail requires every child record to have a parent value first.
- How it shows up
- A scenario proposes changing a field's type or relationship and asks for the consideration or prerequisite that matters most.
- Common confusion
- Assuming Salesforce converts existing values safely in every case; many conversions silently lose data.
2.4 Given a scenario, determine the options and considerations when importing and exporting data, including the capabilities of external data sources.Data Import Wizard, Data Loader, data export and Salesforce Connect.
- What it means
- Data Import Wizard is a browser tool for up to 50,000 records into common standard objects and custom objects, with built-in duplicate matching. Data Loader is a client application for up to 5 million records, supports all objects, insert, update, upsert, delete and export, and can be run from the command line for scheduled jobs. Data Export produces weekly or monthly backups, and Salesforce Connect shows external data as external objects without copying it.
- What to understand
- Choose by volume, object and operation: wizard for smaller, simpler loads by end users or admins; Data Loader for large volumes, unsupported objects, deletes or automation. Use external IDs and upsert to match records from another system. Choose external objects when data must stay in the source system and be viewed in real time; they have limits on reporting, automation and storage behavior compared with custom objects.
- How it shows up
- A question gives a record count and an object; the count above 50,000 or an object the wizard does not support points to Data Loader.
- Common confusion
- Copying large external datasets into custom objects when the requirement says view-only access to live data.
High-yield concepts
The terms, rules and formulas this domain turns into questions most often.
-
Master-detail relationship
Tightly couples a child to a required parent that controls sharing and deletion.
- Remember
- Detail records have no owner and are deleted with the master.
- Tested as
- Required for native roll-up summary fields on custom objects.
- Trap
- Choosing it when the child must have its own owner or sharing.
-
Lookup relationship
Loosely links two objects, with an optional parent by default.
- Remember
- You can configure delete behavior, such as clear the value or block deletion.
- Tested as
- The default choice when records must remain independent.
- Trap
- Expecting cascade delete and roll-ups automatically.
-
Junction object
A custom object with two master-detail fields linking two objects many-to-many.
- Remember
- The first master-detail created becomes the primary for look and feel and ownership.
- Tested as
- Used whenever each record on both sides can relate to many on the other.
- Trap
- Using a multi-select picklist to fake a many-to-many relationship.
-
Record type
Offers different picklist values, page layouts and business processes on one object.
- Remember
- It is assigned through profiles or permission sets.
- Tested as
- Common answer when departments need different values or layouts for the same data.
- Trap
- Building separate custom objects instead.
-
External ID
A field flagged as a unique identifier from another system, indexed for matching.
- Remember
- Enables upsert without Salesforce record IDs.
- Tested as
- Shows up in data load and integration matching scenarios.
- Trap
- Forgetting to mark the field unique when duplicates must be prevented.
-
Data Import Wizard
In-app import tool for up to 50,000 records.
- Remember
- Supports accounts, contacts, leads, solutions, campaign members, person accounts and custom objects, with duplicate matching.
- Tested as
- Correct for small, admin-run loads of supported objects.
- Trap
- Picking it for 200,000 records or for deletes.
-
Data Loader
Client app for insert, update, upsert, delete, hard delete and export.
- Remember
- Handles up to 5 million records and supports command-line scheduling.
- Tested as
- Correct for large or automated loads and any object.
- Trap
- Assuming it has the wizard's built-in duplicate matching.
-
Salesforce Connect
Shows data stored outside Salesforce as external objects in real time.
- Remember
- Data is not copied into Salesforce storage.
- Tested as
- The answer when data must stay in the source system.
- Trap
- Expecting external objects to support every report and automation feature.
-
Hierarchical relationship
A special lookup on User that points to another user.
- Remember
- Only available on the User object.
- Tested as
- Used for manager-style relationships between users.
- Trap
- Trying to create one on a custom object.
-
Field type conversion
Changing a field from one data type to another after creation.
- Remember
- Some conversions are blocked and some lose data.
- Tested as
- Questions ask what to check before converting.
- Trap
- Not backing up data before a risky conversion.
Side by side
Concepts candidates mix up, compared on the point that decides the answer.
Lookup versus master-detail
| Concept | Meaning | Key difference | Common trap |
|---|---|---|---|
| Parent requirement | Lookup parent is optional; master-detail parent is required. | Master-detail cannot have orphan children. | Converting lookup to master-detail with blank parents. |
| Ownership and sharing | Lookup children have owners; detail records inherit from the master. | Detail records cannot have their own sharing rules. | Expecting different owners on detail records. |
| Deletion | Lookup offers clear or restrict options; master-detail cascades. | Deleting a master deletes its details. | Assuming lookup children are deleted with the parent. |
| Roll-up summary | Available on the master side of master-detail. | Not native on lookups. | Planning roll-ups across a lookup without automation. |
Data tools
| Concept | Meaning | Key difference | Common trap |
|---|---|---|---|
| Data Import Wizard | Browser wizard for up to 50,000 records. | Duplicate matching built in; limited objects. | Using it for deletes or very large loads. |
| Data Loader | Desktop client for up to 5 million records. | All objects and operations, schedulable. | Overlooking it for automated nightly jobs. |
| Data Export service | Scheduled weekly or monthly backup files. | Export only, as CSV files. | Treating it as a restore tool. |
| Salesforce Connect | External objects showing live external data. | No copy in Salesforce. | Choosing it when users need full reporting on historical snapshots. |
Exam traps
Each trap is an answer that looks right. Learn the clue that should change your mind.
-
Lookup with roll-ups
- What candidates pick
- Create a lookup and a roll-up summary field on the parent.
- Why it looks right
- Lookups are flexible and familiar.
- Why it's wrong
- Native roll-up summary fields need master-detail, so a lookup would need flow or code to aggregate.
Clue to watch for The requirement asks for a sum or count shown on the parent.
-
Master-detail for independent records
- What candidates pick
- Use master-detail so the parent shows a related list.
- Why it looks right
- It looks like the stronger, more complete relationship.
- Why it's wrong
- Detail records lose their owner and sharing, which fails requirements where child records are owned and secured separately.
Clue to watch for The scenario says child records have different owners or visibility.
-
Wizard for big loads
- What candidates pick
- Use the Data Import Wizard for 300,000 records.
- Why it looks right
- It is simple and built into Setup.
- Why it's wrong
- The wizard caps at 50,000 records per import, so Data Loader is required.
Clue to watch for A record count above 50,000.
-
Copy the external data
- What candidates pick
- Import ERP order history nightly into a custom object.
- Why it looks right
- Users get full reporting and automation on local data.
- Why it's wrong
- If the requirement is real-time view without storing data, Salesforce Connect external objects fit and avoid storage and sync jobs.
Clue to watch for Words like real time, without storing, or system of record elsewhere.
-
Convert without prerequisites
- What candidates pick
- Change a lookup to master-detail immediately.
- Why it looks right
- It sounds like a simple field setting.
- Why it's wrong
- Every existing child record must already have a parent value, or the conversion is blocked.
Clue to watch for Existing records with blank lookup values are mentioned.
-
Multi-select for many-to-many
- What candidates pick
- Store related items in a multi-select picklist.
- Why it looks right
- It avoids creating another object.
- Why it's wrong
- Multi-select picklists are hard to report on and do not create real relationships; a junction object does.
Clue to watch for Both sides can relate to many records and need reporting.
Answer framework
Work through these checks when a question asks how to model, change or load data.
- Decide whether the data is a new entity or a variation of an existing object; variations with different values or layouts point to record types.
- List the relationship requirements: required parent, cascade delete, inherited sharing, roll-ups, many-to-many, then match them to lookup, master-detail or junction object.
- Check how the relationship affects access, related lists and report types before committing to it.
- Before changing a field type or relationship, confirm existing values, dependencies and prerequisites such as no blank parent values.
- For data movement, size the load, confirm the object and operation, then pick wizard, Data Loader, export or external objects.
Practice question
Want more like this? The Platform App Builder practice test has questions for every domain.
Checklist
0 of 12
Tick each one you can do without notes. Your ticks stay in this browser.
Study strategy
Build a small app from scratch to make relationships concrete. Create two custom objects, link them first with a lookup, add records, then try converting to master-detail with a blank parent value and read the error. Add a roll-up summary after the conversion, delete a parent and watch the children go. Then create a junction object, add it to both parents' layouts, and build a custom report type from each side to see what reporting it unlocks.
Spend a second session on field types and data tools. Create a text field with sample values, convert it to a number and a picklist, and note what Salesforce warns about. Import a few hundred rows with the Data Import Wizard using duplicate matching, then load the same file with Data Loader using an external ID and upsert. Read the Salesforce Connect overview so you can state when external objects suit a scenario. Finish by writing a one-line rule for each relationship type and each data tool, and test yourself against them with timed questions.
FAQ
What weight does Data Modeling and Management carry on the App Builder exam?
Data Modeling and Management is 20% of the current guide, about 12 of 60 scored questions. It was 22% before the Summer '26 update.
Is Schema Builder still tested?
The current guide no longer lists Schema Builder as its own objective. It can still appear as a tool for viewing or creating a data model, so know what it does.
How many master-detail relationships can one object have?
A custom object can have up to two master-detail relationships. That limit is why a junction object uses exactly two.
Can I change a master-detail relationship back to a lookup?
Yes, as long as no roll-up summary fields exist on the master that depend on it. Remove those first, then convert.
When should I choose Data Loader over the Data Import Wizard?
Choose Data Loader for more than 50,000 records, for objects the wizard does not support, for deletes or exports, or when loads must be scheduled.
Do external objects use data storage?
No. External objects display data held in the source system through Salesforce Connect, so the records do not count against data storage.
Are record types part of data modeling on the exam?
Yes. Deciding between record types and new objects is part of choosing the appropriate data model in the current guide.
Other CRM & Business Applications certifications
Where the same subject shows up in other exams. Cards marked "Same subject" open the matching domain.
- HubSpot Inbound Marketing Certification Study guide
- Salesforce Certified Platform Developer I Study guide
- Google Ads Search Certification Study guide
- ServiceNow Certified System Administrator Study guide
- Salesforce Certified Platform Administrator Study guide
- ServiceNow Certified Application Developer Study guide
Test your Domain 2 knowledge
Check whether you can choose relationship types, predict field conversion effects and pick the right data tool with timed practice questions from this section.
Keep going
- Training Training Built on your Weak areas
- Practice test Questions by domain, with explanations
- Mock exam Full length, timed like the real exam
- Readiness test Find your weakest domain in minutes
- Cheat sheet Key terms and formulas on one page
- Ask the Platform App Builder AI tutor Get any concept explained your way