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cloudextend.io

Beginners Guide

cloudextend Excel for Salesforce (formerly SmartClient)

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cloudextend Excel for Salesforce(formerly SmartClient)

cloudextend Excel 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 Excel 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.

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Building templates: General Tips

Retrieving Data From SalesforceDownloadRefreshReports

Creating New Records

Deleting Records

More Tips

This guide will help you understand the basic concepts of cloudextend Excel. Topics covered include:

cloudextend Excel for Salesforce Beginners Guide

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Building Templates

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Templates are used by cloudextend Excel to define the Salesforce Objects that users will interact with.

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.

The table can then be used to retrieve and/or update data from Salesforce, as well as create new records in Salesforce.

What Are Templates?

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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.

Building your first template

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Step 3

Select your object. In the example below, I chose Opportunity.

Step 4

Select the fields you want to have in your template. Scroll down for more fields.

To remove a field hover over it and select the X that appears to the right.When you’re done adding your fields, hit next.

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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 to select a cell to position the template in. Once positioned, click ‘confirm’.

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Step 7

Your template is now loaded and you are ready to import data from Salesforce or create new Salesforce records.

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1 Click ‘Setup’ 2. Type in the object name in the search bar 3. Click on ‘fields’.

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Salesforce field labels

When creating a cloudextend Excel 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:

Building Templates: Tips

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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.

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Retrieve Data fromSalesforce

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DownloadUse the template’s data filter to avoid downloading large unnecessary record sets.

RefreshTypically 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.

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There are three ways to retrieve data from Salesforce:

Retrieving Data From Salesforce into Excel

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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 to the right 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.

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Download - Retrieves all or select (with Data Filter) objects from Salesforce to Excel

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Step 2

After you click download the relevant records are returned to Excel. Now you can manipulate the data and send it back to Salesforce by updating as described later.

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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 Salesforce cloudextend Excel

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.

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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.

Refresh

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Step 1

In the example below the Opportunity Owner field is being updated from Justine Burdon to Chris Corcoran. Click under Opportunity Owner and click on ‘View Picklist Values’ (in the add-in). Choose Chris Corcoran. 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.

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Update - Takes information from the Excel Sheet and pushes it back to Salesforce.

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Step 2

Click ‘Update’ and then check off ‘All Rows’ and then click ‘INSERT/UPDATE’ in the middle. Those 15 opportunities have been updated in Salesforce with the new owner of Chris Corcoran. The Record ID will turn green on each row as the updates are successfully completed.

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Reports

Note: Summary and Matrix reports not supported.

Step 1

Click on the hamburger icon on the top left hand side of cloudextend Excel.

Step 2

Reports

Using Salesforce Reports for viewing purposes

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Step 3

All of your Salesforce reports will generate. (Although all reports show, you will only be able to view detailed level reports in cloudextend Excel, ie non-summary and non-matrix).

Step 4

Choose the report you want to pull into Excel and click on ‘confirm’.

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Step 5

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

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Creating newSalesforce records

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cloudextend Excel tables already interact with Salesforce. When your table loads cloudextend Excel 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.

Click here to see how you can Mass Import leads into Salesforce using SmartClient

Step 1

Load your template and enter in the information. In the example below I want to add a new lead.

Creating New Salesforce Records

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Step 2

Click on ‘Update’ and then ‘Insert/update’ as shown below.

Step 3

The lead is now created in Salesforce (evidenced by the “1 record(s) inserted/updated Successfully” message in the Add-in as well as the color green in the Lead ID column.

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Step 4

See new lead below in Salesforce by copying the lead ID and pasting it into the URL.

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Deleting Salesforce records

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cloudextend Excel 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 Excel.

Best practice is to save a workbook after you delete records. This will ensure you can recover them if necessary.

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Notes

Step 1

Click on ‘Delete’ then select only the rows you want to delete or ‘All Rows’ and then ‘DELETE’.

Delete - Delete records in Salesforce

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Step 2

The 2 selected Opportunities are now deleted in Salesforce (evidenced by the “Deleted Successful” 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.

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Headquartered in San Mateo, Celigo is pioneering the future of application integration. Celigo’s SmartConnectors™ are prebuilt integrations that connect independent SaaS applications together seamlessly. These connectors are backed by the integrator.io, an easy-to-use integration platform for building custom integrations.

1820 Gateway Drive, Suite 260, San Mateo, CA 94404, USA(650) 579-0210 / www.celigo.com / sales@celigo.com

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Record ID’s in green indicates a successful update.

Messages in red indicate an error. The error needs to be fixed before the record can be saved to Salesforce. Tip: After the error is fixed upload just the affected row.

Notifications: cloudextend Excel will give you 2 types of color coded notifications after an update

General Tips