IMPORT, EDIT AND SYNC SALESFORCE DATA WITH GOOGLE SHEETS
Introduction to Syncing with Salesforce
In the previous year, I engaged with several professionals in the Salesforce community on Reddit, seeking their insights regarding the utilization of Google Sheets in their workflow. My objective was to assess the state of the data cleaning market and evaluate the suitability of Google Sheets, particularly when enhanced with add-ons such as Flookup, for this purpose.
Promptly, I discovered that numerous individuals within the Salesforce world dealt with datasets of considerable magnitude, rendering Google Sheets inadequate for their needs. However, there existed a distinct subgroup that demonstrated openness towards leveraging Google Sheets and had previously employed it in their data cleaning efforts.
This particular group is the focus of this post, as we delve into the topic of effectively managing Salesforce in Google Sheets.
Step 1: Download add-on
Open a sheet in Google Sheets.
At the top, click Extensions > Add-ons > Get add-ons.
In the top right search bar, search for "Data connector for Salesforce".
Next to the add-on, click +.
Step 2: Connect to Salesforce
If you haven’t yet, open a sheet in Google Sheets.
At the top, click Extensions > Data connector for Salesforce > Login to Salesforce.
Click "Continue".
Click "Allow".
From the dropdown menu, choose the Salesforce environment you want to sign in to.
Click "Authorize".
Sign in with your Salesforce username and password.
Import data
You can copy data from Salesforce to a Google spreadsheet.
Open a sheet in Google Sheets.
At the top, click Extensions > Data connector for Salesforce > Open.
At the right, choose an option:
Reports: Bring in an existing Salesforce report into your spreadsheet.
Import: Import data from Salesforce using our query builder or SOQL.
Type your source report, object, field or filter into the search bar.
Reports: Choose to import your report to an existing sheet or a new sheet.
Import: Add up to 5 source objects, fields, and filters.
Click "Get data" or "Done".
Update and delete data
Important: The add-on can be used to update or delete changes made in Google Sheets in your Salesforce account; use with caution.
Update data
You can edit data in your Google spreadsheet and transfer the changes to Salesforce.
Open a sheet in Google Sheets.
At the top, click Extensions > Data connector for Salesforce > Open.
If you haven't yet, import the data you want to change.
Edit your data.
At the right, click "Update".
Highlight the rows and columns you want to update.
Click "Refresh the selected range".
Choose the Salesforce source object you want to update.
Choose an option:
Insert: Export all data in the spreadsheet to Salesforce as new records.
Update: Update existing Salesforce records.
Insert or Update: Create new or update existing records in Salesforce.
Choose your results column.
Click "Done".
Refresh data
You can refresh your data manually or on a set schedule for reports already imported into Sheets.
Open a sheet in Google Sheets.
At the top, click Extensions > Data connector for Salesforce > Open.
At the right, click "Refresh".
To create an automatic refresh schedule, click Create > Chose a time interval (4, 8, or 24 hours) from the dropdown and then Create.
To manually refresh data once, click "Refresh".
Delete data
Important: This feature will delete the records you highlight in Sheets from Salesforce; use with caution. Visit the Salesforce help center to learn how to restore deleted data.
Open a sheet in Google Sheets.
At the top, click Extensions > Data connector for Salesforce > Open.
Import the data you want to change.
In the add-on box, click "Delete".
Highlight the rows and columns you want to delete.
Click "Refresh the selected range".
Choose the Salesforce source object you want to delete.
Choose your primary key column.
Click "Delete".