- 1 Use Data Import Wizard to quickly import data sets with less than 50,000 records — it is web-based software that requires no installation and is suitable for non-technical users who regularly upload leads or update contacts.
- 2 Use Data Loader for importing huge data sets exceeding 50,000 records, importing Opportunities, Cases, or Activity data or executing the delete and export operations – it can handle up to 5 million records and supports six types of data operation.
- 3 Data Loader is the only native Salesforce tool offering automation capabilities, where the CLI mode provides the possibility of scheduling jobs using cron or Windows Task Scheduler.
- 4 In case you updated Data Loader in September 2025 and your connection fails, switch from OAuth Device Flow to Web Server Flow (PKCE) under Settings -> Salesforce configuration since Salesforce disabled support for Device Flow in this version.
- 5 A quicker decision approach: In case your record set exceeds 50,000, includes Opportunity, Case or Activities data or needs automated schedules – use Data Loader; otherwise, choose the Wizard.
The short answer: If your import is simple and not exceeding 50,000 rows, use Data Import Wizard without deleting any data and manipulating Opportunities and Cases. Use Data Loader if you deal with complex and massive operations, requiring automation, and the amount of records exceeds 50,000 as this tool can operate up to 5 million records and provide all six actions, including export and delete.
This is how your work differs if you use the wrong tool: while the former tool silently omits rows unable to be imported, the latter creates for you a detailed report on errors. The difference becomes crucial when importing large amounts of leads – such as 300,000 records.
What this guide covers: operations performed by the tools, limitations of Data Import Wizard in terms of the supported objects (Opportunities, Cases), authentication updates to Data Loader in September 2025, and the decision matrix helping you choose the tool within 60 seconds.
What is the Salesforce Data Import Wizard?
The Data Import Wizard is an import program that runs within a browser and is included within Salesforce Setup with no requirement for installing or downloading software. It is located under the Setup menu within the Integrations sub-menu under Data Import Wizard where the user will be guided by the program into mapping and duplicating fields and rules and performing validations automatically.
This is the recommended program for the following conditions: If the user of Salesforce is not technical, if the administrator needs to deal with routine importing, and if there is any situation where the data is under 50,000 records.
What is the Salesforce Data Loader?
The Salesforce Data Loader is a software tool that can be installed on a PC or Mac. This software can be downloaded from Setup → Data Loader. The Salesforce Data Loader will log into the Salesforce environment with your credentials and offers both GUI and Command Line Interface support.
It is the software to use when you have numerous migration jobs, scheduling operations, bulk deletion operations or anything else involving Opportunities, Cases, or Activities.
Operations comparison: what each tool can actually do
This is probably what most administrators seek first when comparing two tools. What matters here makes one or another tool indispensable.
| Operation | Data Import Wizard | Data Loader |
| Insert | ✅ | ✅ |
| Update | ✅ | ✅ |
| Upsert | ✅ | ✅ |
| Delete | ❌ | ✅ |
| Hard Delete | ❌ | ✅ |
| Export | ❌ | ✅ |
Consequently, it is important to remember that for all deletions and exports of data, Data Import Wizard will not work; you will need Data Loader.
Object support: where the Wizard silently fails you
This is perhaps the most common support inquiry among admins at the Salesforce Trailblazer Community, and the answer is a surprising one.
| Object | Data Import Wizard | Data Loader |
| Leads | ✅ | ✅ |
| Contacts | ✅ | ✅ |
| Accounts | ✅ | ✅ |
| Opportunities | ❌ | ✅ |
| Cases | ❌ | ✅ |
| Activities (Tasks/Events) | ❌ | ✅ |
| Custom Objects | ✅ | ✅ |
| Campaign Members | ✅ | ✅ |
| Solutions | ✅ | ✅ |
For importing data regarding Opportunities from your legacy CRM to Salesforce, the Data Import Wizard won’t work. It works exclusively with Data Loader.
Record limits and performance
| Data Import Wizard | Data Loader | |
| Maximum records per batch | 50,000 | 5,000,000 |
| Scheduling / automation | ❌ Manual only | ✅ CLI + scripts |
| Installation required | ❌ Browser-based | ✅ Desktop app |
| API access required | ❌ | ✅ |
| Error log | Basic | Detailed CSV log |
There are no possible ways to overcome the limit of 50,000 records of the Data Import Wizard. In case you need more, the only way out is to use Data Loader.
September 2025 Data Loader update: authentication change
If you upgrade Data Loader after September 2025 and face any problems connecting, then this explains everything.
There have been updates from Salesforce for Data Loader wherein OAuth 2.0 device flow was withdrawn from Data Loader. Any admin who tries to authenticate the old technique of using OAuth for connection will receive errors of authentication.
This new one is PKCE Web Server Flow. In order to modify the connection,
- Go to the Data Loader and then to settings → salesforce configuration.
- Select ‘OAuth’ from the list as the type of authentication.
- Select ‘Web server Flow’ and not ‘Device Flow’.
- Lastly, you should reauthenticate through Salesforce credentials.
From September 2025 onwards: connected apps that are uninstalled shall have to gain explicit permissions before they can be re-authenticated. The CLI with encrypted password and password authentication are untouched.
When to use Data Import Wizard: real scenarios
Scenario 1 – Import leads after event: Your Marketing department has run a webinar and obtained 480 leads in an Excel file. Conversion is not necessary, no further formatting is needed, the file is ready for upload into Salesforce Leads fields, and the task needs to be completed today. The use of Data Import Wizard is what you require here, as it won’t take any assistance from the IT specialists — no more than 10 minutes are required for that.
Scenario 2 – Contact record updating: The Operations department updates a file with 2000 rows of contact information weekly. The file is saved in CSV format. There’s no need to schedule the process, no deletes, identical mapping each week. Here again Data Import Wizard works best with its “remember previous mapping” function.
Use Wizard for importing data if: 1) The size of your dataset is 50,000 records or fewer, 2) Supported objects are used, 3) No need to perform deleting or exporting data.
When to Use Data Loader : Real Scenarios
Scenario 1 – On-Premise CRM data migration to Salesforce: An organization needs to migrate two million records of products and opportunities from an on-premise CRM application to Salesforce. It is not possible due to the limit of maximum 50,000 records imposed by the Wizard, and Opportunity that has been used. Data Loader Command Line Interface has been designed to work on the scheduled basis every day and log all errors in a report which will be reviewed daily (the migration process lasted for 11 days and not even one piece of information was lost).
Scenario 2 – Bulk monthly synchronization using scheduler: A cloud computing software vendor synchronizes updated customer record files stored in its data warehouse with Salesforce once every month – 180,000 rows per execution. Using command line mode, the task will be executed by using a password file that is encrypted. Scheduled process runs automatically.
Scenario 3 – Bulk deletion from database: Due to improper import in Salesforce account that results in 40,000 duplicate Accounts in it, the administrator decides to use the Delete operation in Data Loader where the account IDs are already exported first.
Quick Pick Decision Framework
To determine whether to use the tool, follow these steps and answer the three questions sequentially:
- Are you using more than 50,000 records? Yes –> Data Loader. No –> proceed.
- Are you going to import Opportunities, Cases, or Activities, or even delete/export records? Yes –> Data Loader. No –> proceed.
- Are you going to schedule this process? Yes –> Data Loader (CLI). No –> Data Import Wizard.
If you said “No” to the three above questions, Data Import Wizard would be easier to use.
Honest limitations of each of the tools
Limitations of Data Import Wizard
- Absolute limit of 50,000 records to be imported per batch without any workaround
- Non-automated – each import process needs to be done manually
- Doesn’t include opportunities, cases, and activities objects
- Import only – does not include exporting and deleting record capabilities
- Limited error management – limited information is provided when import is unsuccessful
Limitations of Data Loader
- Requires Java and application to be installed in a desktop computer
- Manual task – scheduling is not an included feature
- API access is required (not available in all Salesforce editions without additional API license)
- Higher learning curve for less tech-savvy users
- OAuth Device Flow discontinued from September 2025 onwards – connections that utilize this flow will need to be recreated
