CloudExtend Excel for Overview
- CloudExtend Excel for Salesforce enables you to manage and maintain your Salesforce data in Excel. With one click you can sync your data in either direction.
- You can also use CloudExtend to download data into Excel by running existing Salesforce reports or using the built-in search filters to create queries on the fly — without accessing Salesforce.
- Salesforce Admins, Sales Reps, Sales Directors, and all Salesforce users can benefit from CloudExtend Excel.
This guide will help you understand the basic concepts of CloudExtend Excel. Topics covered include:
- Building Templates
- General Tips
- Retrieving data from Salesforce
- Creating new records
- Deleting records
What Are Templates?
Templates are used by CloudExtend Excel to define the Salesforce Objects that users will interact with.
The CloudExtend Excel Add-In allows Salesforce Objects & Fields to be selected via an easy to use interface. When a template is loaded on a Worksheet, it becomes an Excel table and is bound to a Salesforce object. Each column in the table is bounded to a Salesforce field.
The table can then be used to retrieve and/or update data from Salesforce, as well as create new records in Salesforce.
Building your first template
Step 1: Click on the + sign to create a new template.
Step 2: Type or scroll to select the Salesforce object the template will be associated with.
Step 3: Select your object. In this example below, I chose Opportunity.
Step 4: Type ahead and search for the fields you want to have in your template. Scroll down for more fields.
To remove a field hover over it and click on the 'Trash Can Icon' that appears to the right.
When you’re done adding your fields, hit next.
TIP: You can also reorder the fields by clicking on a field and moving it to the new desired position.
Step 5: Give your template a name and save it. Use Save & Load to start using it right away.
Step 6: You can load your template by clicking on it in the list of templates.
You will be warned that loading a table will clear the sheet . Click ‘confirm’ to load the template on the sheet.
Row 1 is used to hold the mapping data from Excel to Salesforce. Pro users can edit these values and even insert columns on the fly and associate them with Salesforce fields without going back to the Template Editor.
Building Templates : Tips
Salesforce field labels :
When creating a template, the field label that appears on the object in Salesforce may be different than the field name. The field name is what is initially displayed in the template field list. If you are not sure of the field label go into Salesforce:
- Click ‘Setup’
- Type in the object name in the search bar
- Click on ‘fields’.
Salesforce field labels - You can see below the Field label is called ‘Account Name’ but the Field Name is just ‘Account’. ‘Account’ is what you would select in CloudExtend Excel.
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.
- 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 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 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.
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.
Using Salesforce Reports for viewing purposes
Note: Summary and Matrix reports 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 generate. (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 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.
Creating new Salesforce records
CloudExtend tables already interact with Salesforce. When your table loads CloudExtend begins to cache possible values for drop down fields in the ‘Picklist’ at the top right of the Add-In. You can simply start entering values in Columns to begin. A more common use case, however, is for end users to use Excel formulas (or even copy/paste) to populate the table.
The video below shows a quick overview of creating new records in CloudExtend Excel for Salesforce
Here are the steps involved in creating new records in Salesforce using CloudExtend Excel for Salesforce
Step 1: Load your template in the Excel sheet and enter in the information. In the example below I want to add a new lead.
Step 2: Click on ‘Update’ and then ‘INSERT/UPDATE’ as shown below.
Step 3: The lead is now created in Salesforce (evidenced by the “Operation Successful for 2 records” message in the Add-in as well as the color green in the Id column.
Step 4: See new lead below in Salesforce by copying the lead ID and pasting it into the URL.
Deleting Salesforce records
1. CloudExtend obeys all permissions set in Salesforce. If your role does not allow you to delete in Salesforce you won’t be able to delete with CloudExtend.
2. Best practice is to save a workbook after you delete records. This will ensure you can recover them if necessary.
Step 1: Click on ‘Delete’ then select only the rows you want to delete or ‘All Rows’ and then ‘DELETE’.
Step 2: The 9 selected Opportunities are now deleted in Salesforce (evidenced by the “Operation Success for 9 records” message in the Add-in as well as the color gray in the Reserved and Record ID columns.
Accidentally deleted the data? No worries, in most cases removing the values from the Record ID’s and clicking on ‘Update’ will create new Opportunity Records with identical values.