Managing a large Salesforce campaign can require navigating across Campaign, Lead, Contact, and Campaign Member pages.
With ExtendInsights Salesforce, you can use Excel to:
Retrieve Leads and Contacts that meet specific criteria.
View the members of a selected campaign.
Add Leads and Contacts to campaigns in bulk.
Update Campaign Member statuses.
Remove selected Campaign Members.
This is especially helpful when managing hundreds or thousands of campaign members.
🎥 Watch the Video
Watch the video below or follow the written steps in this article.
Interface update: Existing videos may show an earlier version of ExtendInsights. In the current interface, Proceed is now Insert Template, and download, upload, refresh, and delete operations are available under Actions.
✅ Before You Begin
Confirm that:
You are connected to the correct Salesforce production or sandbox environment.
Your Salesforce user can access Campaigns, Campaign Members, Leads, and Contacts.
Your Salesforce user can create, update, and delete Campaign Member records as required.
You know which Salesforce campaign you want to manage.
Your active worksheet is blank before inserting a template.
Understand Campaign Member Records
A Campaign Member represents the relationship between a Salesforce campaign and a Lead or Contact.
Each new Campaign Member row requires:
A Campaign ID
Either a Lead ID or a Contact ID
Member type | Required relationship fields |
Lead | Campaign ID and Lead ID |
Contact | Campaign ID and Contact ID |
⚠️ Do not populate both Lead ID and Contact ID in the same row.
When updating or deleting an existing campaign membership, you also need the Campaign Member’s own Record ID.
Step 1: Create the Templates
Create three templates to support the complete workflow:
Campaign Member
Lead
Contact
Campaign Member Template
Use this template to add, update, or remove Campaign Members.
Recommended fields include:
Record ID
Campaign ID
Lead ID
Contact ID
Status
The fields you need may vary based on your Salesforce configuration.
Lead Template
Use this template to retrieve the Leads you want to add to a campaign.
Recommended fields include:
Lead ID (automatically added when building a template)
First Name
Last Name
Company
Email
Lead Source
Status
Contact Template
Use this template to retrieve the Contacts you want to add to a campaign.
Recommended fields include:
Contact ID (automatically added when building a template)
First Name
Last Name
Account ID or Account Name
Email
💡 Tip: Include enough identifying information to verify the correct Leads and Contacts before adding them to a campaign.
Template Layout
💡 Tip: It is best to check out the forms and fields and identify the header, column, and required fields in Salesforce that you may need to build the template.
Select Campaign Member as your object and set the following fields, they will depend on your form setup:
Campaign ID
Contact ID
Lead ID
Manage Campaign Members
Step 1: Create templates
Set up three templates—Campaign Members, Leads, and Contacts—to work with your campaign data.
Campaign Member Template
Used to create, update, or remove members from a Salesforce campaign.
You can start with the suggested template layout and customize it based on your object requirements.
Lead Template
Used to download existing lead records from Salesforce.
Other fields are for reference only.
Example fields:
Lead ID (automatically added when building a template)
First Name
Last Name
Lead Source
Phone
Status
Contact Template
Used to download existing contact records from Salesforce.
Other fields are for reference only.
Example fields:
Contact ID (automatically added when building a template)
First Name
Last Name
Email
Step 2: Download Leads or Contacts
Use the Lead or Contact template to retrieve the records you want to add.
Select the appropriate Salesforce object.
Choose the fields you need.
Apply filters to narrow the results.
Select Insert Template.
Expand Actions.
Select Preview to review the first 50 matching records.
Select Download when the results are correct.
In this example, the Lead template retrieves Leads where Lead Source equals Web.
Step 3: Format the Lead or Contact IDs
Salesforce Lead and Contact fields in the Campaign Member template are relationship fields.
To prepare downloaded IDs for the Campaign Member template, wrap each Salesforce record ID in double brackets.
For example:
[[00QJ1000006K3cVMAS]]
You can use an Excel formula to format the IDs:
="[["&[@[Record ID]]&"]]"
Add a temporary helper column beside the downloaded record ID.
Set the column format to General.
Enter the formula.
Fill the formula down for all required rows.
Copy the results.
Use Paste Special > Values when adding them to the Campaign Member template.
Step 4: Add Leads or Contacts to the Campaign Member Template
Open the Campaign Member template and populate the following fields.
For Lead Campaign Members
Campaign ID
Lead ID
Optional Campaign Member Status
Leave Contact ID blank.
For Contact Campaign Members
Campaign ID
Contact ID
Optional Campaign Member Status
Leave Lead ID blank.
For each row:
Enter or select the Campaign ID.
Paste the formatted Lead ID or Contact ID.
Enter a valid Campaign Member Status if needed.
Leave the Campaign Member Record ID blank.
A blank Campaign Member Record ID tells ExtendInsights to create a new Campaign Member record.
Step 5: Upload the Campaign Members
To add selected members:
Select the rows you want to create.
Expand Actions.
Select Upload Rows.
Wait for the operation to finish.
Use Upload All only when every populated row in the template is ready. Hidden or filtered-out rows are still included in Upload All.
After the upload:
Successful rows display a green status indicator.
New Campaign Member records receive Salesforce record IDs.
Failed rows display an error in Column A.
A row may fail when:
The Campaign ID is invalid.
The Lead ID or Contact ID is invalid.
Both Lead ID and Contact ID are populated.
The Lead or Contact is already a member of the campaign.
The Campaign Member Status is not valid for the selected campaign.
Your Salesforce user does not have the required permission.
View Existing Campaign Members
To review all members of a campaign:
Load the Campaign Member template.
Include the Campaign Member Record ID, Campaign ID, Lead ID, Contact ID, Status, and any identifying fields you need.
Filter the records using the Campaign ID.
Select Insert Template.
Expand Actions.
Select Preview.
Select Download when the results are correct.
You can then use Excel filters to review members by status, member type, or other downloaded fields.
Update Campaign Member Statuses
To update existing Campaign Member records:
Download the Campaign Members for the selected campaign.
Confirm that every row contains the Campaign Member Record ID.
Update the Status field in Excel.
Select the rows you want to process.
Select Upload Rows.
Review the results in Column A.
Verify the updated statuses in Salesforce.
⚠️ Do not remove the Campaign Member Record ID. A blank Record ID tells ExtendInsights to create a new record instead of updating an existing one.
Remove Campaign Members
Removing someone from a campaign means deleting the corresponding Campaign Member record. It does not delete the underlying Lead or Contact.
Download the Campaign Member records for the campaign.
Confirm that each row contains the Campaign Member Record ID.
Save a backup of the downloaded data.
Select only the Campaign Member rows you want to remove.
Expand Actions.
Select Delete Rows.
Wait for the operation to finish.
Verify in Salesforce that the intended members were removed.
⚠️ Important: Select rows from the Campaign Member template—not from the Lead or Contact template. Deleting Lead or Contact records would remove the underlying Salesforce records, not only their campaign membership.
Validate the Results
After adding, updating, or removing members:
Review the status in Column A.
Correct and reprocess failed rows.
Confirm that new records received Campaign Member IDs.
Verify the campaign member count in Salesforce.
Review a sample of the Campaign Members directly in Salesforce.
Confirm that the correct Leads and Contacts were added or removed.
Best Practices
Test the process with a small number of records first.
Use filters to retrieve only the Leads or Contacts you need.
Include identifying fields such as name, company, or email.
Use either Lead ID or Contact ID in each Campaign Member row.
Paste formulas as values before uploading.
Preserve Campaign Member Record IDs when updating statuses.
Download a backup before removing Campaign Members.
Use Upload Rows to process only selected records.
Validate the results directly in Salesforce.
Related Resources
💬 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 campaign name, template name, active connection, affected Campaign Member rows, and any error messages or screenshots.