Salesforce is a powerful and complex platform. If you’re an administrator or employee that frequently needs to export and import large amounts of data, you already know that this can get very tricky. While it is possible to set up a complex structure of roles and permissions, or even configure access for specific apps, this is not something you get done in an afternoon or two. Additionally, if you need to further analyze or manipulate data, a spreadsheet environment is more appropriate.
Fortunately, the Google Sheets Salesforce Connector add-on allows you to easily move data between Salesforce and your Google Sheets. In this article, you will learn about the Salesforce Connector and its limitations, as well as how to use it to perform a variety of data-related tasks.
Can you connect Google Sheets to Salesforce?
You can connect your Google Sheets to Salesforce by installing Google’s Salesforce Connector add-on. You can quickly and easily access reports, as well as import, update, and refresh data. You can even schedule automatic updates. However, there are some limitations you need to know about.
Limitations of the Salesforce Connector Add-on
To use the Connector add-on, you need to have one of the following editions of Salesforce:
If you have a Professional Edition of Salesforce, you can request that API access be enabled as a new paid service. To check which edition you have, go to your Salesforce account settings. Also, consider that there could be limitations regarding the amount of data calls you can make per day.
How to Use the Salesforce Connector for Google Sheets?
Installing an add-on nowadays is fairly easy. To unlock the full potential of the Salesforce Connector add-on, you’ll find step-by-step instructions on how to install the add-on, connect to Salesforce, access the reports, import data, update it, and finally, refresh it.
Install the Salesforce Connector Add-on
Follow the steps below to install the add-on.
- 1. In Google Sheets, go to Extensions > Add-ons > Get add-ons.
- 2. Search for Salesforce Connector in the Google Workspace Marketplace and click on Salesforce Connector Google LLC to access the installation window.
- 3. Click on “Install” and then “Continue”.
- 4. Select “Allow” so the add-on can access your account.
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Connect to Salesforce
Once you have installed the add-on, connect to your Salesforce account to fully allow access. Follow the steps below to connect to Salesforce.
- 1. Go to Extensions > Salesforce Connector > Open.
- 2. In the sidebar, choose whether you want to connect to a “Sandbox” or “Production” site, then click “Authorize”.
- 3. Fill in your Salesforce account information and click on “Allow”.
- 4. You can now see the options in the sidebar: “Reports”, “Import”, “Update”, “Delete”, and “Refresh”.
To access your Salesforce reports, click on “Reports” from the sidebar. Follow the steps below to import a report to your Google Sheets.
- 1. In the sidebar, click on “Reports”. First, you need to select the source report, “Choose a recently run report” or “Search all reports”. Then, select where to import that report, “Import to active sheet” or “Import to new sheet”. Once all options are selected, click on “Get Data” to import.
- 2. Your Google Sheets should now show your imported report.
You can import data objects directly from Salesforce, not just reports. Follow these steps to import your data.
- 1. Click “Import” in the “Select an operation” pane, previously shown.
- 2. In “Select source objects,” select the table to import, and then click “Next.” Here, select the “Account” table.
- 3. You can select as many tables as needed. Once you do, click “Next.”
- 4. You can choose to filter your data before importing. If you only need to import specific accounts, you can filter by any of the existing fields. Click on “Get Data” in the bottom-right corner of the sidebar.
- 5. You should now be able to view the selected tables in your Google Sheets.
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Once you have imported the data, you can choose to “Update” or “Delete” data. Follow the steps below to update your data.
- 1. Click on the cell you want to update and choose the object type from the sidebar. Here, I will be updating the “AccountNumber” field for “sForce,” i.e., cell E13.
- 2. Type in the new data and click on “Refresh the selected range” in the top right corner.
- 3. Once you have refreshed the range, scroll down in the sidebar and choose the method you want to use: “Insert,” “Update,” “Insert or Update.” Then, select the column containing the updated information in “Id column.” By default, the “Results Column” shows the first empty column after the table. Click “Next.”
- 4. Finally, make sure that the fields are mapped. If you imported the table directly from Salesforce, click the “Select All” option and then “Execute.” You will be asked to confirm the update.
- 5. You should see your data updated through a confirmation message, as shown below.
- 6. If you go to the Salesforce site, you should see that the account number has been updated for “sForce.”
You can refresh your data manually or schedule how often you want to refresh it automatically.
- 1. Click on “Refresh” in the sidebar to see the options.
- 2. Click on “Manual Refresh” to instantly refresh your data. You should receive a confirmation message stating, "The data has been refreshed.”
- 3. Click on “Auto Refresh” to choose the frequency with which you’d like to refresh your data automatically.
Although Salesforce is a versatile and powerful platform in itself, when you need to manipulate large amounts of data, you want something more user-friendly. The Salesforce Connector allows you to manipulate your Salesforce data directly from Google Sheets.
You now know how to install the Salesforce Connector add-on in Google Sheets, connect to your account, and access reports. You also know how to import your Salesforce data and update it, as well as how to schedule when your data is refreshed in case you want to do it automatically.