Retrieve Data from Salesforce

There are three ways to retrieve data from Salesforce:

Download :

  • Use the template’s data filter to avoid downloading large unnecessary object sets.

Refresh :

  • 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’s.

Reports :

  • Reports CANNOT be edited and sent back to Salesforce. They are for viewing purposes only.

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 "Justine Burdon" 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.

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 latest Salesforce data into Excel.
If you have a sheet with previously imported data and wants to update the sheet with latest data from Salesforce , you can you 'REFRESH' option in CloudExtend Excel for Salesforce.

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, user will be alerted to pick the correct value by clicking on the view picklist values in 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.

Using Salesforce Reports for viewing purposes

Note: Summary and Matrix reports not supported.

Step 1: Click on the menu icon on the top left hand side of the CloudExtend toolbar.

Step 2: Click on Reports.
CloudExtend returns what is available to us via the Salesforce API which is currently the 200 most recently run reports (excluding summary and matrix) for the currently logged in user.  (note, if you need more control over filtering your data from within Excel you should consider creating a template that mimics your report. This allows for more flexibility because you can use a data filter or SOQL in the App to further refine your results and, if needed, even make changes to the data and push them back to Salesforce.

Step 3: Choose the report you want to pull into Excel and click on ‘Yes’.

Step 5: Your report will load and data will begin to populate the template from Salesforce. CloudExtend can download only first 2000 records from your report. Make sure to apply additional filters to limit the results count to 2000 records.

If you rerun your reports the table is recreated thus overwriting any custom formatting applied. A simple workaround is to record a macro that provides the formatting for your report and then run it after the report is downloaded to reapply it.

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.

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