Ways to Use Salesforce Workbench: A Complete Guide

Salesforce Workbench lets admins and developers run SOQL queries, mass update or delete records, reset passwords and deploy metadata directly through the Salesforce API. It works with objects that tools like Data Loader restrict and it needs no local install.

If you’ve ever hit a wall with the Salesforce Data Import Wizard blocking a mass update or spent time waiting on a password reset ticket, Workbench solves both.

Salesforce Workbench is a free, web-based application built for admins and developers who need direct access to Salesforce data and metadata. It also supports businesses using IT staff augmentation by giving augmented Salesforce teams a quick way to query data, manage records, deploy metadata, and troubleshoot environments. Since it connects through Force.com APIs, every action performed in Workbench is reflected instantly in the connected Salesforce org.

This guide walks through seven practical ways to use Salesforce Workbench, along with the exact steps for each.

Key Takeaways

• Free, browser-based tool for querying, updating and managing Salesforce data
• Supports SOQL and SOSL queries beyond what standard reports allow
• Handles bulk insert, update, delete and undelete through CSV files
• Includes a Migrate tab for retrieving and deploying metadata
• Lets admins force-reset user passwords without the standard recovery flow
• Works with standard and custom objects that other tools like the Data Import Wizard restrict

Seven Ways to Use Workbench in Salesforce

Workbench covers everything from quick password resets to full metadata deployment. Here are the seven ways admins and developers rely on it most:

1. Force-Reset a User’s Salesforce Password
2. Run a SOQL Query
3. Mass Update Records
4. Mass Create Records
5. Mass Delete Records
6. Undelete Records
7. Migrate Configuration and Deploy Metadata

1. Force-Reset a User’s Salesforce Password

Sometimes the “Forgot Password” flow just won’t cooperate, especially when a security question is missing or wrong. Workbench skips all that. Here’s how:

1. Start by logging in to Workbench.
2. Click “Utilities.”
3. Click “Password Management.”
4. Enter the user’s ID, the new password and confirm the new password.
5. Click “Change Password” once done and let the user know their new password right away.

Once they’re back in, get them to reset their password and security question on their own. That way the account stays secure going forward.

2. Run a SOQL Query

SOQL (Salesforce Object Query Language) searches your org’s data and pulls specific records in a programmatic way. Workbench includes a query builder that removes most of the manual syntax work and it can return fields or records a standard report can’t reach, like which users hold a Service Cloud license or which Leads sit in the recycle bin.

1. Log in to Workbench.
2. From the Queries tab, click “SOQL Queries.”
3. Choose the object you want to query, for example Leads.
4. Highlight the fields you want in your query from the Fields Section.
5. Need only deleted records? Add a filter like “IsDeleted = TRUE” under Filter Results and Workbench narrows the results for you.
6. Use the “View As” section to control how results display.
7. Click “Query.”
8. View or download your results.

3. Mass Update Records

You’ll need a CSV file to run a mass update in Workbench. It should have a record ID column, plus one column for every field you’re planning to change.

1. Log in to Workbench, then go to Data and select Update.
2. Choose the object type you’re working with.
3. Pick Single Record for a one-off change, or From File if you’re pushing through a batch.
4. Map your fields, and if you’re updating many records, confirm the record ID lands in the correct slot. Get this wrong and Workbench won’t know which rows to match.
5. Run the mapping past a second check before you hit go. A mismatched column can silently overwrite the wrong field across hundreds of records, with no warning when it happens.

4. Mass Create Records

Creating records in bulk follows nearly the same process as updating them. The CSV needs every required field filled in, with picklist values entered correctly.

1. Log in to Workbench.
2. Go to Data, then Insert.
3. Select “Single Record” or “From File.”
4. Map your fields.

The “Single Record” option works well in three cases:

• Editing one record.
• Updating a field that isn’t on the page layout.
• Making a small change without running a full CSV import.

5. Mass Delete Records

Native Salesforce deletion tools cap out at 250 records at a time. Workbench removes that limit entirely.

1. Create a report of every record you want to delete, since you’ll only need the record ID to run the delete.
2. Log in to Workbench.
3. Go to Data, then Delete.
4. Select “Single Record” or “From File.”
5. Map the ID field.
6. Proceed with the deletion.

Save a backup report outside Salesforce before running a mass delete. Recovery afterward depends entirely on the Recycle Bin window.

6. Undelete Records

Restoring deleted records follows a similar process in reverse and it’s worth knowing well for the moments a bulk job goes wrong.

1. Run the SOQL query method above to pull a report of already-deleted records.
2. Log in to Workbench.
3. Go to Data, then Undelete.
4. Select “Single Record” or “From File.” Use the ID column from your CSV either way.
5. Map the ID field before proceeding.
6. Proceed with the Undelete.

Workbench still respects the 15-day Recycle Bin rule, so anything permanently deleted past that window can’t be restored this way.

7. Migrate Configuration and Deploy Metadata

The Migrate tab retrieves, deploys and modifies metadata components such as Apex classes, custom objects and page layouts. This gives admins a lightweight way to move configuration between environments without a full deployment pipeline, which matters most for smaller orgs handling one field or one page layout change at a time.

Additional Ways to Use Workbench

A few extra capabilities round out what Workbench can handle beyond the seven methods above:

• Retrieve source code: Pull source for custom applications, objects and components such as Lightning Web Components directly through Workbench.
• SOSL search: Alongside SOQL, Workbench supports SOSL (Salesforce Object Search Language) queries, useful for searching across multiple objects at once when you’re not sure which object holds the record you need.
• Async SOQL query: Got a huge dataset to search, like BigObjects or external objects? Run the query async and it processes in the background while you keep working.
• REST Explorer: Developers can fire off live API calls, check the responses, and test integrations without leaving Workbench.
• Apex Execute: Run anonymous Apex code snippets direct from the interface. This supports quick prototyping and debugging without a dedicated sandbox.

Salesforce Workbench vs Data Loader

Both tools move data in and out of Salesforce, but they part ways on installation, object access and what happens once you go beyond a simple import. Here’s the difference:

Benefits of Using Salesforce Workbench

A few reasons explain why Workbench holds its place in an admin’s toolkit even with paid alternatives on the market:

• Mass data operations: Insert, update, upsert, delete and undelete large volumes of standard or custom object records using CSV files
• Advanced querying: Write and run SOQL and SOSL queries to pull specific information and analyze data beyond what standard reports show
• Metadata deployment: Retrieve and deploy metadata such as custom objects, fields and page layouts between different Salesforce environments
• Developer utilities: Execute anonymous Apex code, test REST and SOAP endpoints and access debug logs directly from the browser
• Smart lookup: Identify standard ID lookup field values automatically, without manually extracting Salesforce IDs before running an update
• Direct session login: Skip repeated logins since Workbench uses your current, active Salesforce session
• Zero cost: Covers tasks that would otherwise need a separate paid tool, with no licensing fee attached
• Broad object access: Works with standard and custom objects that tools like the Data Import Wizard restrict, including Opportunities

Conclusion

The next time a bulk update, a stuck password reset or a metadata change lands on your desk, skip the workaround. Open Workbench, run the query or the CSV job and get back to the rest of your day. The seven methods above cover almost everything an admin needs from a single, free tool.

FAQs

Is Salesforce Workbench free?

Yes. Workbench is a free tool for the Salesforce ecosystem. No licensing cost applies at any point. There’s no tiered pricing or premium version to unlock either, so every feature covered in this guide is available from the moment you log in.

What is the difference between Data Loader, Import Wizard and Workbench?

Data Loader and the Import Wizard restrict certain standard objects and cap some operations at lower limits. Workbench works with any standard or custom object and needs no local install. That makes it the more flexible option when a task involves objects the other two tools won’t touch.

How many records can I import in Workbench at one time?

Workbench handles bulk imports well beyond the 250-record cap on native deletion tools. Very large jobs still work best split into batches, since one oversized file increases the risk of a failed or partial import.

How do I export records from Workbench?

Run a SOQL query for the records you need, using the Queries tab to filter down to exactly the data required. Once the query finishes, use the download option to export the results. The file opens outside Salesforce without extra steps.

Can Workbench delete more records than the standard Salesforce list view?

Yes. Native list views cap deletions at 250 records at a time. Workbench handles bulk deletion through CSV uploads with no similar cap, which makes it the better option for any cleanup project involving more than a few hundred records.

How long do deleted records stay recoverable through Workbench?

Workbench follows the same 15-day Recycle Bin rule as standard Salesforce. Records deleted past that window can’t come back through the Undelete feature. Any accidental mass deletion needs quick action.