ExtendInsights Salesforce allows you to retrieve existing Salesforce records, make changes in Excel, and upload those changes back to Salesforce.
This article explains how to update existing records while preserving their Salesforce record IDs.
Before You Begin
Confirm that:
The ExtendInsights Excel Data Connector is installed.
You are connected to the correct Salesforce production or sandbox environment.
Your Salesforce user can view and edit the selected object and fields.
Your template includes the Salesforce record ID.
Your active worksheet is blank before inserting a template.
You know which records and fields you intend to update.
⚠️ Important: ExtendInsights uses the Salesforce record ID to identify the record that should be updated. Do not remove or modify the record ID.
Step 1: Plan Your Template
Identify the Salesforce object and fields required for your update.
This example updates Opportunity records using the following fields:
Opportunity ID
Opportunity Name
Close Date
Stage
Amount
Lead Source
Opportunity Type
Include:
The Salesforce record ID.
The fields you want to review or update.
Any fields required by Salesforce validation rules.
💡 Tip: Include only the fields required for your process. This makes the worksheet easier to review and reduces the risk of unintended changes.
Step 2: Create or Load a Template
Templates map Excel columns to Salesforce fields.
To build a new template, select Create a New Template.
To reuse an existing configuration, load a saved template from the Template Repository.
When creating a new template:
Select the appropriate Salesforce connection.
Select the Salesforce object.
Add the Salesforce record ID and the fields you want to update.
Select Done.
Review the field configuration.
Select Insert Template.
⚠️ Important: Inserting a template replaces the existing contents of the active worksheet. Always begin with a blank worksheet.
Step 3: Configure Which Records to Download
Use filters or a SOQL query to retrieve only the Salesforce records you need.
When using objects and fields:
Expand Configure.
Select the field you want to filter.
Select an operator.
Enter or select the filter value.
Apply the filter.
In this example, the filter retrieves Opportunities with a Stage equal to Proposal/Price Quote.
Select Insert Template if the template has not already been inserted.
📍 Download Salesforce Data with ExtendInsights
Step 4: Preview and Download the Records
After inserting the template:
Expand Actions.
Select Preview to review the first 50 matching records.
Confirm that the results contain the records you expect.
Select Download to retrieve the matching records into Excel.
Verify that every downloaded row contains a Salesforce record ID.
💡 Tip: If the records are already present in your worksheet, use Refresh Rows before making changes. This ensures you are working with the latest Salesforce values.
Step 5: Update the Data in Excel
Make the required changes directly in the worksheet.
In this example, the following Opportunity fields are updated:
Stage
Close Date
Before uploading:
Confirm that the record ID remains populated.
Use valid Salesforce picklist values.
Verify dates, numbers, and currency formats.
Review the selected rows for unintended changes.
Confirm that required fields still contain valid values.
Step 6: Upload the Updates
Select the rows you want to update.
Expand Actions.
Select Upload Rows.
Wait for the upload to finish before editing the worksheet or starting another operation.
After processing:
Successfully updated rows display a green status indicator.
Failed rows display an error message in Column A.
Successfully updated records retain their existing Salesforce record IDs.
How ExtendInsights Determines Create or Update
Record ID | Upload Result |
Blank | Creates a new Salesforce record. |
Populated | Updates the existing Salesforce record associated with that ID. |
⚠️ If you remove a record ID before uploading, ExtendInsights may create a new record instead of updating the existing one.
Step 7: Validate the Results
After the upload finishes:
Review the status displayed for each row.
Confirm that successful rows retain their Salesforce record IDs.
Review errors displayed in Column A.
Correct the affected values.
Upload only the failed rows again.
Use Refresh Rows to retrieve the latest Salesforce values.
Verify a sample of the updated records directly in Salesforce.
Best Practices
Refresh existing records before making changes.
Always include and preserve the Salesforce record ID.
Apply filters to download only the records you intend to update.
Preview filtered results before downloading a large dataset.
Start with a small batch when testing a new template.
Use Cell Operations to select valid picklist and reference values.
Review every selected row before uploading.
Correct and reprocess only failed rows.
Verify high-impact changes directly in Salesforce.
Save frequently used templates with descriptive names.
➡️ Next Steps
💬 Need Help?
If you need assistance:
Use the in-app messenger inside ExtendInsights.
Start a chat from the bottom-right corner of the support site.
Include the Salesforce object, template name, active connection, affected rows, and any error messages or screenshots.
How to Update Records
In this article we will focus on update records using ExtendInsights using Salesforce as a data source.
Step 1: Plan your template layout
💡 Tip:
It is best to check out the forms and fields and identify the header, and required fields that you may need to build the template.
Checking field requirements in advance helps minimize errors during the upload process.
For this example, I want to utlize Opportunity and the fields that I needed to include in the template are:
Name
Close Date
Stage
Amount
Lead Source
Opportunity Type
Step 2: Create or Load your Template in Excel
Templates are essential for mapping data from Excel to Salesforce.
If you already have a template, load it into your Excel sheet.
If you need to create one, follow the step-by-step instructions in this guide.
Step 3: Pull Existing Records
ExtendInsights allows users to download existing records from data source. Using Objects and Fields, set criteria rules within the app using the filter options. Filtering is based on the object, filter, operator, and values. Uncover the details of this feature here.
For this example, I want to pull Opportunities with Stage value of Proposal/ Price Quote.
Once you click apply, turn on Preview then click Proceed.
Step 4: Update and Enter Data in Excel
I will update the Stage and Close Date for these records.
Step 5: Upload Data
Send your data to the connected data source by expanding the Actions section and selecting Upload Rows.
What to Expect After Uploading:
Wait for the process to complete, do not move to other tabs while upload is in-progress.
Rows that uploaded successfully will be highlighted in green.
If there are errors, they will be displayed in Column A for easy troubleshooting.
Step 6: Validate your Data
After uploading, it's important to review your data to ensure accuracy.
Best Practices for Validation:
Check for any missing or incorrect details.
Review error messages (if any) and resolve them before re-uploading.
Save your template for future use to streamline similar uploads.
