Retrieve Data from Salesforce
There are three ways to retrieve data from Salesforce:
Use the template’s data filter to avoid downloading large unnecessary object sets.
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Download - Retrieves all or select (with Data Filter) objects from Salesforce to Excel
Step 1: Clicking Download will bring in all Salesforce records for the object associated with the template. This is not typically desired, therefore Celigo recommends using a Data Filter.
The example below shows a filter created to bring in all opportunities where the owner is "Elise Gonzales" AND where the opportunity stage is NOT IN "closed/won or closed/lost".
Step 2: After you click DOWNLOAD again in the middle, the relevant records are returned to Excel. Now you can manipulate the data and send it back to Salesforce by updating as described later.
Typically used to bring in a very limited number of records or to call Salesforce to return the most recent results of the selected objects by entering the record ID.
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Refresh
Refresh is available when you have one or more Object ID’s populated in the ID column (In this case an Opportunity ID). It is a quick way to bring in one or more records from Salesforce for editing.
Step 1: Take an ObjectID from Salesforce and paste it into the ID field (Column B in Excel). Click on Refresh and it will populate all the fields in your template with the latest data from Salesforce.
Refresh also brings the latest Salesforce data into Excel.
If you have a sheet with previously imported data and want to update the sheet with the latest data from Salesforce, you can you REFRESH option in CloudExtend Excel for Salesforce.
Reports CANNOT be edited and sent back to Salesforce. They are for viewing purposes only.
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Using Salesforce Reports for viewing purposes
❗❗ Note: Summary and Matrix reports are not supported.
Step 1: Click on the hamburger icon on the top left-hand side of the CloudExtend toolbar.
Step 2: Click on Reports.
Step 3: All of your Salesforce reports will be generated. (Although all reports show, you will only be able to view detailed level reports in the CloudExtend, ie non-summary and non-matrix).
Step 4: Choose the report you want to pull into Excel and click Yes.
Step 4: Choose the report you want to pull into Excel and click Yes.
Update - Takes information from the Excel Sheet and pushes it back to Salesforce
Step 1: In the example below the Opportunity Owner field is being updated from "Integration User "to user "Vaibhava". To update the value, just type the name partially in "Owner" column in Excel, and CloudExtend will dynamically identify picklist values after you type and auto-complete the complete value.
If it finds multiple matches for entered value, the user will be alerted to pick the correct value by clicking on the view picklist values in the task pane.
To pick the matching value,
Click the corresponding cell under Opportunity Owner
Click on ‘View Owner Values’ (in the add-in)
Pick the correct value
It is not necessary to use the Picklist to populate each cell in the Column. Once you have retrieved the value you can copy/paste, drag, etc. to populate the values.
Step 2: Once the data you want to update is ready, click Update and then check off All Rows and then click INSERT/UPDATE in the middle. Those opportunities will be updated in Salesforce with the new owner. The Record ID will turn green on each row as the updates are successfully completed.
Color-Coded Notifications
Notifications: CloudExtend will give you 2 types of color-coded notifications after an update
Record ID’s in Green indicates a successful update.
Record ID's in red indicate an error and the update was NOT pushed to Salesforce. Correct the error(s) and update again.
