Your Salesforce data management strategy is only as strong as your visibility
Most ops teams spend more time cleaning data than using it.
You’re asked to deliver accurate forecasts, align Sales and Marketing, and answer high-stakes questions on live calls, all while the data in Salesforce is often outdated, incomplete, or just plain wrong.
You’re not alone. Salesforce data management is a constant challenge. But it doesn’t have to be.
What is Salesforce data management, really?
At its core, Salesforce data management is about making sure the information in your CRM is:
Clean
Complete
Usable
Sounds simple. But in practice, it gets messy fast.
Salesforce is full of stale records, missing fields, duplicated accounts, and out-of-sync updates. Reps skip inputs. Custom fields pile up. Reporting breaks.
Even if you run regular data audits, the process is still slow and manual. And when leadership asks, “Why is this forecast off?” or “When did this deal change?”, you’re left scrambling for screenshots.
The pros? They’ve setup automated internal tools like this one.
Why traditional Salesforce tools fall short
Salesforce has features like Validation Rules, Required Fields, and Duplicate Management. But those tools only catch bad data on the way in.
They don’t tell you what changed, when it changed, or how it affects your forecast.
And they definitely don’t give you an easy way to show trends, explain stage movement, or track historical performance. But, these are all the things your stakeholders care about.
Instead, you’ll get a static report like this one where only you know the 75 clicks it takes to find the information you need. That’s native Salesforce data management at it’s finest.
A new approach to Salesforce data management
With Coefficient, you can manage and monitor your Salesforce data from the place your team already works: a spreadsheet.
Build shareable reports for Sales, Ops, or Leadership
No more “ask RevOps” fire drills. No more manual exports. Just clear data, updated automatically, ready when you need it.
Instead, imagine your exec team having access to a quick visualization of when Salesforce pipeline changes occur each and every day and the ability to drill into a specific date when a forecast change feels exciting alarming.
This is just one of the endless Salesforce data management workflows you can automate in your spreadsheet.
The bonus? Sharing Salesforce data in a spreadsheet means no expensive Salesforce licenses for people that just don’t belong in Salesforce.
Why this works better than anything built into Salesforce
Because you’re not stuck working inside Salesforce.
You’re not limited by the UI. You’re not stuck selecting 20 fields. And you’re not trapped in a system where it takes five clicks to find the answer.
You get full control over your data, and full flexibility in how you present it—whether that’s cleaning it up, sharing it, or using it to drive real decisions.
Stop managing around Salesforce—start managing through it
Your data is already in Salesforce. The problem isn’t the data, it’s the access.
Coefficient gives you the tools to finally manage it in a way that’s fast, flexible, and built for how your team actually works.
What most teams get wrong about Salesforce Change Data Capture
You’ve probably heard of Salesforce Change Data Capture (CDC). It’s how Salesforce lets you track changes to your data in real time. Sounds great, right?
But here’s what no one tells you: setting it up is technical. Getting the right data out is messy. And using it to support real business decisions? That’s where most teams hit a wall.
Teams often reach for CDC when they want to track things like:
In theory, it sounds like a grown-up solution, something a “mature” ops org would use. But in practice? It’s a shiny object that eats up weeks of dev time, requires custom event configurations, and ends up being totally disconnected from the people who actually need the insights: RevOps, Sales, Marketing, and Finance.
The result? You’re left with an over-engineered event stream that’s hard to parse, hard to maintain, and even harder to use for day-to-day decisions.
Most teams drop it—or worse, pretend it’s working—while going back to pulling manual exports and patching together reports in spreadsheets.
There’s a better way.
What is Salesforce Change Data Capture, really?
Salesforce Change Data Capture (CDC) is a feature that streams changes from your CRM—like when a deal stage shifts or a close date is updated—in near real time. It’s meant to give you a constant feed of change events so your systems stay in sync.
But it’s not built for business users. It’s built for devs.
You’ll need to configure platform events, write code to subscribe to them, and manage those integrations over time. And even after all that? You still need to make the raw events usable, filter out the noise, and connect them to your actual workflows.
That’s why most teams turn to another built-in option: Salesforce Field History Tracking.
But Field History Tracking in Salesforce has its own problems. It’s manual. It’s rigid. You have to dig into the object manager, select the fields you want, and you’re limited to just 20 fields per object (sometimes less depending on your org’s setup). Even once it’s turned on, the data is still locked inside Salesforce. You can’t easily trend it, slice it, or share it with people outside the system.
So now you’re stuck between two options:
A developer-heavy CDC setup that’s expensive to maintain
A limited history feature that lives inside Salesforce and caps what you can track
Neither option gives your ops team what they actually need: clear, ongoing visibility into changes across your pipeline.
That’s where connected spreadsheets come in.
There’s a faster way to track the changes that matter
You can track the same kinds of data shifts, leveraging, get this, your existing tech stack… without the complexity of setting up Salesforce Change Data Capture yourself.
Imagine having a simple daily view of pipeline changes where you can filter into any date range fast shift stands out. This type of simple, internal tools makes your CRM data immediately actionable.
Here’s how:
Connect your spreadsheet to live Salesforce Objects and Fields. From there, you can enable daily snapshots that track changes to the fields and records you care about.
Deal stage changes? Logged. Close date pushed? Tracked. Owner reassigned? Time-stamped.
You get a full history of pipeline movement—without code, without waiting on engineering, and without digging through raw events.
💡 Watch how RevOps teams use connected spreadsheets and data snapshots to replace complex CDC setups and finally get clear pipeline answers, fast. This setup literally took 10 minutes for my team member, Frank, to build out.
Why Coefficient makes Salesforce Change Data Capture easier
CDC is powerful, but it’s not accessible. Coefficient makes it usable.
You can:
Track changes to any object or field—deals, accounts, opportunities, anything
View change history over time without touching your CRM
Build shareable dashboards that show exactly what moved, when, and why
And unlike native CDC, you’re not stuck working through a dev team or waiting on a queue. It’s fast, flexible, and tailored to how RevOps and Sales teams actually work.
Need a custom report for your CRO? Done. Want to compare pipeline shifts week-over-week? Easy. Looking to spot stalled deals or backsliding in stages? You’re covered.
You’re not limited by a CRM UI or event stream, just your own process.
When the quarter’s on the line, you need clarity
You can’t fix what you can’t track. And if you’re only logging CRM data without watching how it changes, you’re missing half the picture.
Coefficient gives you the change tracking of Salesforce Change Data Capture, but in a format your team can use right now.
Want to make Salesforce reporting painless? We’re ready for you.
You want better Salesforce lead scoring. We’ll cover that shortly, but here’s the truth:
Your spreadsheet beats Salesforce as a lead-scoring tool. It’s flexible, powerful, and combines data from anywhere – not just your CRM.
Sounds crazy? It’s not.
According to research, companies implementing effective lead scoring models see a 70% increase in ROI from lead conversion and higher revenue from marketing efforts. But most aren’t maximizing these results.
This guide shows you how to build a scoring system that works – whether you’re using native Salesforce features or spreadsheets to power it.
But first, let’s start with what you came for.
Setting up Salesforce lead scoring: Your options
Salesforce offers two main approaches to lead scoring. The path you’ll take depends on your Salesforce package and business needs.
Got the premium package with Einstein? Lucky you. You’ve got AI-powered predictive scoring at your fingertips.
Einstein analyzes your conversion history, examines prospect behaviors, and automatically identifies which leads deserve your immediate attention.
For everyone else? Time to roll up your sleeves and build it manually.
1. Enable Einstein lead scoring
Go to Setup in Salesforce and search for Einstein Lead Scoring under “Einstein Sales”
Toggle on Einstein Lead Scoring
Choose between default or custom settings
Ensure you have sufficient historical data (at least 1,000 leads and 120 conversions)
Let Einstein automatically assign predictive scores to your leads
2. Create a manual lead scoring model
Not everyone has an enterprise budget. Here’s how to set up lead scoring in Salesforce without one.
Step 1: Create a custom field for lead score
Navigate to Setup > Object Manager > Lead
Click “Fields & Relationships” in the menu > New
Select “Number” as the data type, and name it “Lead Score”
Step 2: Define scoring criteria
Identify key attributes like job title, industry, company size and assign point values to each criterion
Step 3: Create a formula field
Use the “Formula” data type to calculate scores based on your criteria.
Step 4: Automate actions based on scores
Set up Workflow Rules or Process Builder
Create automatic assignments for high-scoring leads
Schedule follow-ups for mid-tier prospects
Why traditional Salesforce lead scoring falls short
Traditional Salesforce lead scoring once did the trick, but today’s fast-paced business and complex customer journeys expose its limits. With multiple business units, diverse products, and varied customer profiles, you can quickly run into issues like duplicate configurations, rigid models, and a system that simply can’t keep up.
On top of that, Salesforce’s built-in constraints. Think limited field customization, data volume challenges, and no easy A/B testing. This means that you are often stuck waiting on technical teams to make even simple changes.
As your business grows, these limitations become even more of a headache, requiring major tweaks for new products or acquisitions. Sound familiar? There’s a better way out there.
Why spreadsheet-based scoring transforms Salesforce lead nurturing
Forward-thinking teams are switching to spreadsheets to score leads, and for good reason. By building your scoring models in a spreadsheet that syncs with Salesforce, you unlock several key benefits:
Better Lead Identification and Segmentation: Use precise formulas to find the best prospects, drawing insights from marketing, web, and social data. As lead scores change, you can automatically shift them between nurturing campaigns and create targeted list views for smarter marketing.
More Control and Flexibility: Business users can tweak the scoring without waiting on IT or Salesforce admins. You can test new models without disrupting live systems, tailor scoring to your specific sales cycle, and even set up instant alerts when prospects hit critical thresholds.
Improved Marketing ROI: Track quality leads rather than just quantity, see which channels perform best over time, and build detailed lead profiles with data from multiple sources. This richer insight lets you personalize communications and adjust strategies for higher conversion rates.
When these custom scores flow back into Salesforce, the entire lead nurturing process becomes more agile and aligned with your business goals.
Setting up Salesforce Lead Scoring using Coefficient for Advanced Insights
Lead signals don’t live in Salesforce alone. Prospects interact across multiple platforms—visiting pricing pages, starting trials, engaging support teams, attending webinars.
Coefficient helps build more accurate scoring by capturing signals from across your tech stack:
The best part? Set it once and forget it. Automatic updates keep everything current—no more CSV exports or manual refreshes.
Here’s how to set it up!
1. Define your ICP and data needs
Start with clarity about who you’re targeting:
Pin down the traits of your ideal customer (age range, typical spend, interests)
Outline both explicit data (demographics, location) and implicit data (site visits, email engagement)
Align with sales, marketing, and ops to confirm which fields matter most
This foundation ensures your scoring reflects what actually drives conversions in your business.
2. Build your scoring tables and pull in CRM data
Create your scoring framework:
Create a simple spreadsheet mapping each attribute to a point value (e.g., “Age 25–34 = 50 points,” “Newsletter subscriber = 20 points”)
Use Coefficient to connect to Salesforce and automatically import lead records on a schedule
Make the spreadsheet accessible so teams can update attributes easily
Coefficient helps you unify and enrich lead data from any CRM or marketing platform, so you can build flexible scoring models that scale with your business.
3. Apply your scoring logic
Implement your scoring system:
Set up formulas that match each lead’s data against your scoring tables
Factor in both static details (city, age) and behavioral actions (site repeats, clicks)
Use a “master score” column to total each lead’s points while keeping an eye on outliers who might need manual review
The spreadsheet environment makes complex scoring calculations transparent and easy to adjust.
4. Automate your updates
Keep everything current:
Schedule Coefficient to refresh your spreadsheet daily or weekly so the lead data stays current
Whenever a lead’s details change in Salesforce (like more page visits), their score updates in Sheets
This keeps both your marketing and sales teams on the same page
With Coefficient, you can automate scoring updates on a daily, weekly, or custom schedule without any manual intervention.
5. Export updated scores back into Salesforce
Close the loop:
Use Coefficient’s export feature to push final scores and custom fields (like “score tier”) back into your CRM automatically
Map these fields in Salesforce for segmentation, reporting, or workflow triggers
Monitor performance, tweak point values if needed, and watch your pipeline quality improve over time
This bidirectional sync ensures your Salesforce instance remains your single source of truth while leveraging the flexibility of spreadsheet-based scoring.
Free Salesforce Leads Dashboard Template
Transform your sales process with our free Salesforce Leads Dashboard Template that connects your CRM data directly to both Google Sheets and Excel. This template eliminates manual reporting and provides clear visibility into your lead scoring metrics, helping you prioritize high-quality prospects and optimize your sales team’s efforts.
Advanced lead scoring dashboard showing engagement levels and qualification status
Conversion probability analysis based on historical performance
Lead quality metrics with automated scoring visualization
Score distribution reports to identify patterns in successful conversions
Real-time updates that refresh automatically as scores change in Salesforce
Lead scoring doesn’t have to be complex or require specialized skills. With a spreadsheet-based approach powered by Coefficient, you can create sophisticated models that adapt to your business needs.
The most effective sales teams are moving beyond Salesforce’s native limitations. They’re building flexible scoring systems that combine the power of their CRM data with the agility of spreadsheets.
The result? More qualified leads, better sales efficiency, and improved conversion rates.
Ready to build your own lead scoring system? Try Coefficient for free and connect your spreadsheets to your most important data sources today.
Frequently asked questions
What is lead scoring in Salesforce?
Lead scoring in Salesforce is a method that helps sales teams rank potential customers. It works by assigning values based on prospect behavior, demographics, and engagement with the business. This ranking system helps teams focus on leads most likely to convert.
With Coefficient, you can enhance your lead scoring by syncing Salesforce data directly to spreadsheets. Pull lead scores and related metrics into Google Sheets or Excel, then create dynamic reports that refresh automatically. This gives your team real-time visibility into your highest-value prospects.
What are lead scoring criteria?
Lead scoring criteria are the specific attributes and behaviors used to assign values to potential customers. These typically include demographic information, company details, engagement actions (like email opens or website visits), and buying signals. Good criteria reflect factors that correlate with successful conversions.
Coefficient helps teams refine their scoring criteria by connecting spreadsheets directly to Salesforce. This allows for more sophisticated analysis of which factors truly predict conversion. Create custom reports that combine CRM data with other business systems, then use AI-powered insights to identify the most predictive criteria.
Salesforce provides go-to-market professionals with the data they need to optimize sales and marketing operations and drive more revenue.
Here’s the catch: Its native reporting capabilities aren’t always the easiest to use.
Fortunately, Salesforce Excel connectors make it easy to seamlessly integrate your data into your spreadsheet.
Read on to find out more about the best methods to link Salesforce CRM to Excel.
TLDR
Step 1:
Find & Install Coefficient from File -> Add-ins in Excel
Step 2:
Once installed, you will see a “Coefficient” tab at the top navigation bar.
Step 3:
Click ‘Open Sidebar’ to launch Coefficient in Excel.
Step 4:
Choose Import Data and select Salesforce as the data source.
Step 5:
Specify your import’s Object fields by Selecting the Fields from window.
Step 6:
Click Run to connect data directly between Salesforce to Excel.
Step 7:
Automate updating your Salesforce data on Excel with auto-refreshes to avoid manual work.
Is There a Salesforce Excel Connector?
Salesforce does not provide a native “Salesforce Excel Connector” in the same way they offer native integration tools for other platforms.
However, several alternatives offer flexibility in integrating Salesforce data into Excel, catering to various needs and technical ability:
Third-party Tools and Add-ins: Solutions like Coefficient simplify the importation process, featuring user-friendly interfaces and automated data syncing. Ideal for seamless data analysis without extensive setup.
Manual Exports: Users can export Salesforce reports as CSV or XLSX files and open them in Excel. This quick solution is perfect for one-time analyses but doesn’t offer real-time data updates.
Salesforce API and VBA: For the tech-savvy, pairing the Salesforce API with Excel’s VBA customizes data queries and enables automation. This method delivers fresh, customized data directly into Excel sheets.
Power Query: Microsoft Power Query allows technical users to extract Salesforce data into Excel Desktop, facilitating data manipulation and allowing for scheduled updates.
ODBC Drivers: By establishing an ODBC data source for Salesforce, users adept in SQL can directly query Salesforce data from Excel, providing a potent tool for data manipulation.
How do I Link data from Salesforce to Excel? Top 3 Methods
There are several ways to integrate data from Salesforce to Excel.
Here, we will cover the three easiest ways: Coefficient, the XL-Connector, and Manually
Method 1: Coefficient
Coefficient is a no-code, two-way Salesforce Excel Connector trusted by over 300,000 go-to-market professionals and data analysts for live data analysis and reporting.
It’s by far the fastest and easiest way to connect Excel to Salesforce. Let’s walk through how it works.
To install Coefficient, open Excel from your desktop or in Office Online.
Click ‘File’ > ‘Get Add-ins’ > ‘More Add-Ins.’
Type “Coefficient” in the search bar and click ‘Add.’
A pop-up will open up. Follow the prompts to complete the installation.
Once finished, you will see a “Coefficient” tab at the top navigation bar.
Click ‘Open Sidebar’ to launch Coefficient.
Now, you can connect Salesforce and Excel in a few clicks.
Select ‘Import from…’
Scroll down until you find Salesforce in the menu.
There are several ways to import data from Salesforce with Coefficient.
Import from an existing report
Import from objects and fields
Import using SOQL
In this example, we’ll select ‘From Objects & Fields.’
If this is your first time connecting to Salesforce, you’ll need to authorize Coefficient to access your data.
Click ‘Authorize’ and follow the prompts to continue.
After you’ve granted Coefficient access to your Salesforce account, it will redirect you back to Excel to create your import.
Select an object from the menu and click ‘Next.’
Click ‘Select Fields’ to reveal a list of fields to add to this import.
Select the fields you want to import by scrolling through the menu. You can also search for each in the menu.
After making your selections, click ‘Done Selecting Fields’ to continue.
Note: You can add filters to your import as needed.
Name your import and click ‘Import’ to continue.
Your Salesforce import will automatically populate in Excel.
The last step is to use Coefficient’s auto-refresh scheduler to automatically update your data. Simply choose your cadence (Hourly, Daily, or Weekly) and time – Coefficient will take care of the rest.
Method 2: Open Database Connectivity (ODBC) Drivers
Excel for Desktop users connect Salesforce to Excel by using an ODBC. In this example, we’ll use the Devart OBDC Driver for Salesforce on macOS..
Note: Ensure you have the necessary Salesforce login credentials and have configured the ODBC data source correctly to facilitate a smooth data import process.
First, open Excel, head to Excel > About Excel to check if your version is compatible with the Devart ODBC driver specifications.
Next, visit the Devart website and navigate to the ODBC Driver for Salesforce page.
Download the driver compatible with macOS, open the file, and follow the instructions through to completion.
To configure the ODBC Data Source, go to your Mac’s System Preferences > ODBC Manager.
In the ODBC Data Source Administrator, under the “User DSN” or “System DSN” tab, click “Add” to create a new data source.
Select the Devart ODBC Driver for Salesforce from the list and fill in your Salesforce connection details, including any necessary authentication tokens.
To connect Salesforce from Excel, open Excel from your desktop and go to the Data tab.
Choose the DSN you configured for Salesforce and enter any required login credentials.
Select the tables or queries you want to import from the Navigator window. You can preview your data here and even edit it using Excel’s Query Editor.
Click “Load” to import your data directly into an Excel worksheet, or “Load To” for more specific placement options.
Cons
Salesforce-Specific: It’s tailored exclusively for Salesforce, limiting its use for organizations that need to integrate multiple data sources within Excel for broader analyses.
Setup Complexity: Advanced features might require a good grasp of Salesforce and Excel, posing challenges for non-technical users or those with limited time to learn the tool’s complexities.
Version Compatibility Concerns: XL-Connector’s functionality is closely tied to specific Excel versions, which may lead to challenges in maintaining compatibility and optimal performance across different Excel updates or installations.
Method 3: Manually Exporting
Another option is manually exporting your report from Salesforce and importing it into Excel.
To do so, navigate to the Reports tab in Salesforce.
Create or select the report you wish to export to Excel.
Once the report is ready, click on ‘Export’ and choose the Excel format (e.g., .xls or .xlsx).
Open the downloaded Salesforce report in Excel to finish.
Cons:
Time and Effort: The need for exporting, possibly reformatting, and then importing data into Excel requires significant manual effort, especially with frequent updates.
Risk of Mistakes: Handling data manually increases the chance of errors during export, transformation, or import, potentially leading to inaccurate data and decisions based on outdated information.
The Best Salesforce Excel Connector? Coefficient
Get the most out of your Salesforce data by connecting it to Excel.
Coefficient provides the most seamless and hassle-free way to pull up Salesforce data into Excel with its intuitive UI and quick setup.
Try Coefficient for free today to try it out for yourself!
Salesforce Reporting Snapshots are an essential tool for capturing and analyzing historical data, enabling you to understand trends and make informed decisions. Today, we’ll walk you through the straightforward steps to set up Salesforce Reporting Snapshots efficiently.
Prerequisites Before diving in, ensure you have Salesforce access, and a basic grasp of reports and dashboards. Ready? Let’s jump in!
Step-by-Step Guide for Salesforce Reporting Snapshots
Step 1: Understanding Reporting Snapshots First off, reporting snapshots allow you to preserve historical data from standard objects, providing insight into past performances, trends, and patterns.
Step 2: Navigate to the Setup Menu Head to the setup menu and use the Quick Find box to search for “snapshots.” This is your gateway to creating new reporting snapshot.
Step 3: Create a New Reporting Snapshot Click on “New Re porting Snapshot.” Here, you’ll base the snapshot on an existing report, like one detailing opportunities above $50,000 without a sales team.
Step 4: Configure the Reporting Snapshot Name your snapshot, which will auto-generate a unique name. Assign a running user—this will be you, especially crucial if you’re managing these decisions strategically, as a CEO, for instance.
Choose your source report and target object, ensuring the report is either tabular or summary to use in a snapshot.
Step 5: Map Fields Between Source and Target Select “Save and Edit Field Mappings.” Map the fields you wish to capture in your snapshot, like aligning “Amount” with “Amount” and “Close Date” with “Close Date.”
Step 6: Schedule the Reporting Snapshot Decide on the snapshot’s frequency—daily, weekly, or monthly. Set up the specific day for weekly runs, the start date, and the preferred start time (say, 2 am for minimal disruption)
Best Practices and Tips
Consistency in Data Fields Ensure consistency in the field mappings between the source report and the target object. This consistency is crucial for accurate trend analysis and tracking success metrics over time.
Regular Reviews and Adjustments Reporting requirements may evolve as business goals change. Regularly review and adjust the reporting snapshots to ensure they stay aligned with your current business objectives.
Optimize Snapshot Scheduling When setting the frequency of snapshots, consider the impact on system performance and the relevance of the data. For example, a snapshot related to quarterly revenue might only need a monthly schedule, whereas daily sales performance might benefit from daily snapshots.
Leverage High-Quality Reports as Sources Quality in, quality out. Ensure the source reports are well-constructed and accurate. A snapshot is only as good as the report it’s based on.
Security and Privacy Considerations When selecting the running user and mapping fields, be mindful of data security and privacy considerations. Ensure that sensitive data is handled according to your organization’s compliance standards.
Expanding Capabilities with Coefficient Integrate Salesforce with Coefficient for an elevated analytics experience. Coefficient, with its robust integration capabilities, streamlines the process of merging Salesforce data with Google Sheets or Excel, offering unparalleled flexibility in customizing reports.
This tool not only augments the power of Salesforce Reporting Snapshots but also ensures your team, regardless of Salesforce licensing, stays informed with real-time updates through Slack and email notifications.
Benefits of Implementation
Implementing Salesforce reporting snapshots empowers your organization to keep a pulse on historical data, identifying trends and making data-driven decisions.
We hope this guide has illuminated the path to mastering Salesforce Reporting Snapshots in six simple steps. Don’t stop here; take action by exploring Coefficient’s solutions to elevate your Salesforce experience even further.
Get started here and unlock the potential of enhanced data analysis and reporting.
Many operators export Salesforce reports and data into Excel for more flexible analysis, reporting, and sharing.
In this guide, we’ll provide a step-by-step walkthrough on exporting reports, objects, and fields into Excel and introduce Coefficient’s two-way Salesforce connector for Excel if you’re interested in automating Salesforce data exports and imports for free.
So let’s start!
TLDR
Step 1:
In Excel, click File -> Add-ins.
Step 2:
Search & Install Coefficient from Excel Add-ins.
Step 3:
Once installed, you will see a “Coefficient” tab at the top navigation bar.
Step 4:
Click ‘Open Sidebar’ to launch Coefficient in Excel.
Step 5:
Click Import Data from the Coefficient sidebar, then select Salesforce as your data source.
Step 6:
Specify your import’s Object fields by clicking Select Fields.
Step 7:
Click Run to start exporting data directly from Salesforce to Excel.
Method 1: Coefficient, a free, no-code option to export Salesforce reports and data
To support a wider spectrum of Salesforce export options, like learning how to export opportunities from Salesforce to Excel or previously built reports in Salesforce, you’ll need an add-on to help you out.
Coefficient is one of Salesforce AppExchange’s top-rate connectors for Salesforce and spreadsheets.
Access Salesforce data: Open up the Coefficient extension in your spreadsheet, select ‘Import From’ -> Salesforce. You’ll be prompted to connect Salesforce.
Select your import type (Reports, Object/Fields, or SOQL): Choose the data or report you want to export to your spreadsheet within a simple WYSIWYG sidebar app.
Your import will automatically populate into a new tab in your spreadsheet. And, you’ll have the option to keep your import on a refresh schedule hourly, daily, or weekly. Here’s a quick walkthrough in Google Sheets; the process will be the same in Excel.
Method 2: Manually in Salesforce
Here’s how to export a report in Salesforce from inside the Salesforce user interface. This option requires more technical chops and familiarity with SOQL.
Install and Launch Data Loader
Access Salesforce’s built-in Data Loader tool. You can install it separately within the Salesforce ecosystem. Once installed, double-click on the Data Loader icon to launch the application.
Authenticate Your Account
Click on ‘Export’ on the pop-up window for the Data Loader.
It will automatically connect to your logged-in Salesforce account and prompt you to authenticate in several steps. Follow the directions for authentication using your Salesforce account.
Once done, relaunch the data loader tool. It will show ‘login successful’ this time.
Click on ‘Next’ to start the data export process.
Select Data Objects
The next step is to select which object you need the data from. The drop-down list will show several options, e.g., accounts, Leads, and Opportunities. Select the object that holds your data to export.
If you can not find the object category you need, Click on the ‘Show all Salesforce objects’ checkbox. A complete list will appear in the drop-down menu, including your custom abject categories or unnamed categories.
Choose Target Location
In the same window, at the bottom, Click on ‘Browse’ to select the target location for the extraction of your CSV file.
A new pop-up window will appear. Select the folder where you wish to store your exported file and click ‘Save.’
Once the window returns to export, click ‘Next’ to proceed with the final steps.
Edit Query or Condition
You can edit your SOQL query for extraction and add conditions to sort and filter out data before saving your CSV file. In the Query drop-down list, you can select a range of fields you want to keep in your export file.
You can choose selective fields manually or click ‘Select all fields.’
In the conditions section, you can create where clauses for your query. You can add fields, operations, and values to specify the data you want to export.
For example, to only get Leads from LA, you can fill in Fields: City, Operation: Equals, Value: LA. The resulting data will consist of only what qualifies for this condition.
If you don’t wish to add any conditions, simply leave the section blank or click ‘Clear all conditions.’
Save the File
Once you finish the last step, navigate and click on the ‘Finish’ button.
That’s all! The final window will show how many extractions went into your CSV file based on your criteria. You can also view your file by clicking on ‘View Extraction’ here.
Salesforce Data Export: Best Practices and Tips
Efficient Salesforce data export is not only about the process itself but also about ensuring data integrity, security, and usability.
Implementing best practices and tips in your data export strategy will provide a seamless, error-free experience.
Choose Appropriate File Formats
Before exporting data, ensure compatibility between Salesforce and Excel file formats. Choose file formats that preserve data integrity and formatting. Consider using CSV (Comma-Separated Values) for straightforward data transfer within the Salesforce interface for simple data backup.
Maintain Data Integrity
Verify the accuracy of your data during and after the export process. Ensure that data relationships, such as parent-child connections, are maintained. Regularly check for duplicate records and discrepancies to prevent data corruption.
Automate Data Updates
Leverage Coefficient’s automation capabilities to schedule regular data updates. By automating the export process, you reduce the risk of human error, ensure data is consistently up-to-date, and free up valuable time for more strategic tasks.
Implement Data Filters
When exporting specific datasets, utilize Salesforce’s filtering options. Narrow your export to relevant records by applying filters based on criteria such as date ranges, record types, or custom fields. This enhances data relevance and reduces the volume of exported data.
Backup Your Data
Before initiating any significant data export, back up your Salesforce data. This precautionary measure ensures that you have a secure copy of your data to fall back on even in the event of unexpected issues or errors during the export process.
Export Salesforce Data to Multiple Fronts with Coefficient!
By following this comprehensive guide on how to export Salesforce list to Excel, you can scale your business with the tools and knowledge necessary to harness the full potential of your data, lists, reports, and opportunities.
Take the first step by trying Coefficient for free toward streamlined imports and exports from Salesforce to Excel.
Struggling to view all your Salesforce data? Salesforce’s limit on displaying report rows can be a real pain, especially when you’re dealing with extensive datasets.
If you’ve ever found yourself wanting to analyze or edit more than 2,000 records from your Salesforce reports, you’re in the right place. This guide will walk you through the steps to export and manage large Salesforce data sets with ease, transforming what seems like a daunting task into a straightforward process.
Understanding Salesforce Export Limits
First off, it’s crucial to understand why you’re hitting this roadblock. Salesforce has a display limit that only allows up to 2,000 rows to be viewed directly from the platform’s report view.
This limitation ensures platform performance and stability but can be a hurdle when you need to work with large data sets.
Prepping Your Salesforce Report for Export
Before you dive into exporting, you need to prepare your report. Ensure your report is configured to display all the data you need, keeping in mind the types of data you’ll be analyzing or editing once exported.
Step-by-Step Guide to Exporting Your Report
Navigating the Export Process
Once your report is ready, locate the ‘Export’ button. This option is typically found near the ‘Edit’ button within your report view.
Salesforce provides a straightforward way to export your data, ensuring you can access your entire dataset without being capped by the viewing limit.
Choosing Your Export Format
When prompted, select Excel as your export format. This choice is popular among Salesforce users due to Excel’s flexibility and powerful data manipulation features.
Click ‘Export’ to initiate the download of your report file.
Handling Your Large Salesforce Export in Excel
Upon downloading your report, open the file in Excel. Here, you’ll notice all your records are present, surpassing the 2,000 record viewing limit enforced by Salesforce.
Scrolling down to the bottom, you can see the total count matches the expected number of records, confirming that you now have access to your full dataset.
Tips for Managing and Analyzing Large Data Sets in Excel
Utilize filtering and conditional formatting to navigate through your data efficiently.
Use pivot tables to summarize and analyze specific data segments.
Consider breaking down large datasets into manageable chunks by splitting your data into multiple sheets if necessary.
Using Coefficient to Simplify Data Management
While exporting and managing your data in Excel is a solid solution, consider elevating your Salesforce data management experience with Coefficient.
As a highly acclaimed 5-star rated tool on AppExchange, Coefficient offers seamless integration with both Google Sheets and Excel, allowing you to effortlessly import, analyze, and report your Salesforce data.
With features like real-time data refreshes, automatic data import, and direct updates from spreadsheets, Coefficient streamlines complex processes into user-friendly operations, empowering your team to stay ahead with timely insights.
Conclusion
Exporting large Salesforce reports and managing them in Excel might seem daunting, but it’s an achievable task with the right steps. By following this guide, you can bypass Salesforce’s display limitations, gaining full access to your valuable data.
For an even more streamlined experience, consider exploring Coefficient’s powerful integration solutions, designed to revolutionize your Salesforce strategy and elevate your data management processes.
Importing leads into Salesforce. The digital equivalent of doing taxes.
Nobody enjoys it. It’s unnecessarily complicated, and one small error can create big problems down the line. And yet, it’s a critical process that determines whether sales teams thrive or struggle.
Step-by-Step Guide to Upload Leads in Salesforce
Salesforce’s data import wizard seems simple enough to use on paper:
Step 1: On the Leads home page, navigate to Setup → Data Import Wizard → Launch Wizard
Step 2: Select Leads → Add New Records
Step 3: Upload your CSV file and map the fields
Step 4: Review your mappings and click Start Import
Step 5: Wait for completion and check for errors. You can check the details data load job in setup page.
Step 6:Refresh the Leads home page to see your newly imported leads.
Bonus Tip – Avoid problems with frequent manual uploads
Type of data in your lead lists typically comes from various sources—marketing automation tools and third-party enrichment providers—forcing you to spend valuable time unifying, cleaning, and formatting data in your spreadsheet.
Even after careful preparation, import processes often fail, creating a frustrating cycle of corrections and re-imports. It’s exhausting and drains productivity.
It doesn’t have to be this way.
Imagine effortlessly pulling, cleaning, and enriching leads directly in your spreadsheet, then seamlessly importing them into Salesforce without the headaches.
Curious how?
Alternate & Automated Method to import leads into Salesforce
RevOps teams spend countless hours cleaning spreadsheets, fixing field mappings, duplicate records, creating custom objects and dealing with re-import errors. Every minute lost is time not spent driving revenue growth.
What if you can create an two-way automated sync between your spreadsheets, Salesforce, and other systems?
Coefficient helps you achieve just that.
Step 1: Install Coefficient on Google Sheets or Excel
Step 2: Connect your Salesforce Account to your spreadsheet via Coefficient.
Step 3: Map fields between Salesforce and Spreadsheet Columns.
Step 4: Setup Automation to automatically upload leads to Salesforce on a time interval of your choice.
The results:
Faster sales cycles and higher conversion rates
Dramatically improved hygiene in data management
More accurate forecasts and confident decision-making
Here’s how this changes the game and makes lead management a breeze:
Reduce your CSV dependence when importing leads
The Painpoint – RevOps teams waste hours wrestling CSV files, cleaning fields, setting up permissions and fixing mismatched mappings. The Fix – Coefficient eliminates this busywork by:
Importing directly from spreadsheets to Salesforce: Create a two-way sync between your spreadsheet and Salesforce—no more CSV exports or manual uploads.
Standardizing data automatically: Apply transformations (like field renaming, merging duplicates) directly in your spreadsheet that persist with every refresh.
Empowering your entire team: Share connections across your org so everyone can pull and refresh data without requesting CSV files.
Create Single Source of Truth for all your lead data
The Painpoint – When leads come from multiple platforms like marketing automation tools, event registration software, and CRMs, data quickly becomes unreliable, and sales teams can’t trust what they see in their Salesforce fields.
The Fix – Coefficient fixes this by:
Eliminating data silos: Pull data from Salesforce, HubSpot, and other platforms into a single spreadsheet with just a few clicks.
Preventing field misalignment: Map fields with an intuitive wizard and save templates for recurring imports.
Testing data safely: Experiment with data configurations and mappings in your spreadsheet before writing back to Salesforce, eliminating risky trial-and-error in your production environment
Get new leads to sales teams instantly
The Painpoint – Delays between lead capture and first sales contact kill conversions.
The Fix – Coefficient reduces that lag by:
Automating lead imports on a flexible schedule — Schedule data updates hourly, daily, or weekly, ensuring sales always has the freshest leads without manual intervention
Triggering Salesforce workflows promptly — Get new leads into Salesforce faster, activating assignment rules that route prospects to the right reps when interest is highest
Alerting teams to new opportunities — Set up automatic Sack and email notifications when specific conditions are met, enabling immediate follow-up on qualified leads
Case Study – How Miro scaled lead management during 10X growth
Miro’s RevOps team was drowning. As the company surged from 200 to 2,000 employees, their manual reporting couldn’t keep up. Two people. Endless requests. Limited visibility into their sales funnel.
Alex Bugajski, Head of Go-to-Market Strategy, found a lifeline in Google Sheets. Not just any spreadsheet—one supercharged with Coefficient. Alex built three solutions that transformed their operations:
Real-Time SLA Tracking: Miro built a daily metrics dashboard that shows how leads move through the funnel, allowing SDRs to monitor conversion rates and make immediate adjustments without waiting for weekly reports.
Automated Account Routing: Their team replaced manual territory assignments with a self-sustaining system that requires just quarterly updates, saving hours of work while ensuring leads reach the right AEs, CSMs, and SEs without delay.
Multi-Source Forecasting: By combining Salesforce data with product usage signals, Miro created more accurate forecasting that helps sales leaders prioritize opportunities with the highest likelihood to close.
“Not only could I design and optimize solutions, but I also could manage analytics, data modeling, hygiene reporting, and error checks with more scalability than ever before in Salesforce,” says Alex.
Read the entire story to see how Miro’s RevOps team unlocked real-time data empowerment with Coefficient.
Bulk Transfer Leads in Salesforce
Coefficient connects spreadsheets directly to Salesforce, eliminating tedious manual imports. For RevOps teams, this makes lead management faster and more reliable.
It’s quick to set up, free to get started, and lets you bulk update records in seconds. Here’s how it works:
Step 1: Connect your spreadsheet to Salesforce and your other business systems using Coefficient (install from Extensions Menu in Google Sheets or Excel)
Step 2: Unify, clean, and format your data directly in your spreadsheet – perfect for working with leads, contacts, opportunities, or any object
Step 3: Export your changes back to Salesforce in bulk with just a few clicks – select your target object, map your fields, and click Export
Optional: Set up auto-refresh to keep your data current without manual updates
That’s it! Your changes appear in Salesforce instantly, saving hours of manual work.
Ready to see how Coefficient can transform your lead management—just like it did for Miro and countless other teams? Try Coefficient for yourself today!
Yes, Salesforce allows you to import leads through several methods. The standard approach uses Salesforce Data Import Wizard, where you upload a CSV file with your lead data.
For larger datasets, you can use Data Loader. Both methods require preparing your data in the correct format and mapping fields.
Coefficient provides a more flexible solution that connects your spreadsheets directly to Salesforce, allowing you to prepare lead data in a familiar environment and import it manually or on a schedule.
How do I mass transfer leads in Salesforce?
Go to the quick find box and type “mass transfer”
Select the type of record (leads) from the list of objects
Enter the name of the existing record owner in the “transfer from” field
Choose the new owner for the leads
Select which leads to transfer based on criteria
While this process works for ownership changes, managing lead data more broadly can be challenging.
Coefficient lets you analyze lead assignments in a spreadsheet and push updates back to Salesforce, giving you more control over your lead management process.
How to add bulk leads in Salesforce?
Click the Leads tab in Salesforce
In the View drop-down, select the desired view of leads and click Go
Choose the list of leads you want to work with
Click “Add to Sales Campaign” to add the selected leads
This approach works for adding existing leads to campaigns, but creating new leads in bulk requires different steps.
Coefficient simplifies the process by letting you prepare bulk data in spreadsheets (where data cleaning is easier) and then import it directly to Salesforce, with options for scheduling regular imports.
How to import leads from Sales Navigator to Salesforce?
From Sales Navigator Admin Home, select Admin Settings
Click Change in the CRM Settings section
Scroll to “Allow lead creation from Sales Navigator” and set the toggle to Yes
Select a Lead Source value to associate with leads created from Sales Navigator
While this integration is helpful, it still requires manual work in Sales Navigator.
Coefficient offers complementary value by allowing you to combine LinkedIn data with other sources in spreadsheets, enrich it with additional information, and then import the complete lead records to Salesforce, creating more valuable prospect profiles.
When you’re done reading this guide, you’ll have actionable tips to streamline your data export and import processes so you don’t spend countless hours inputting and updating data.
Top 3 methods to export and import Salesforce data
There are several ways to export and import data into your Salesforce account, including using built-in tools and third-party data connectors for Salesforce.However, in this guide, we’ll focus on the three common ways to export and import your Salesforce data.
Native Salesforce Data Management – Import Wizard & Data Export Service
Coefficient – Top-rated data automation solution for Salesforce imports and exports
Dataloader.io – Third-party data loading app
TLDR
Step 1:
Get Started by installing Coefficient Add-on for Google Sheets or Excel
Step 2:
Launch Coefficient from Extensions Menu.
Step 3:
Click Import Data from the Coefficient sidebar, then select Salesforce as your data source.
Step 4:
Select the Salesforce account you want to connect and click Connect.
Step 5:
Specify your import’s Object fields by clicking Select Fields
Step 6:
Click on Import to start pull data from Salesforce into your spreadsheet.
Step 7:
Set an auto-refresh schedule hourly, daily, or weekly. This automates updating your Salesforce data on Google Sheets or Excel when your source data changes.
Video Walkthrough: How Export Data from Google Sheets to Salesforce
Method 1: Salesforce native data management functionality
To import using Salesforce data import wizard, follow these steps.
Step 1: Prepare your file for import
In our example, we’ll show you how to import leads into Salesforce.
To prepare your file for import, be sure to:
Clean your import file for consistency and accuracy, such as deleting unnecessary details, enforcing name conventions, updating the info, removing duplicates, and correcting any spelling errors.
Change any configurations necessary to ensure successful Salesforce import. For instance, you may need to add new values to your picklists, make new custom fields, or temporarily deactivate some workflow rules.
Compare your import file’s data fields with the Salesforce fields you’re importing into to verify and ensure your data gets mapped into the right fields.
After preparing your import data, save it as a CSV file.
Step 2: Launch the Salesforce Data Import Wizard
Click the Setup icon on the Salesforce interface, type in “Data Import Wizard” in the Quick Find search box, and select Data Import Wizard.
Use Salesforce’s search box to find the Data Import Wizard integration.
Review the Salesforce field names in your import file to ensure they match the standard Salesforce field names by clicking the View a list of Salesforce data fields link.
Follow the data import reminders before you begin importing.
Click Launch Wizard! and choose the data to import. Under Standard Objects, click Leads. Other options under this tab include, Solutions, Accounts, Contacts, and Campaign Members.
Specify if you want to update your existing Salesforce records, add new records, or perform both simultaneously.
These are the fields you need to set up for data imports.
Select matching and other required criteria and upload the file where your data is located.
Drag and drop your CSV lead import file in the space provided or choose from the data source options, specify the character encoding method, and select your file.
Uploading your CSV file to Salesforce is easy.
Click Next when you’re done.
Step 3: Map your import file data fields to Salesforce data fields
The data import wizard will automatically map as many data fields to Salesforce standard data fields as possible. If it can’t, you’ll need to do it manually since unmapped fields won’t be imported to Salesforce.
Salesforce will mark your unmapped fields. Click Map under the Edit column to change and map the fields to an existing Salesforce field.
The edit mapping interface is intuitive and easy to set up.
In our example, you’ll need to change the unmapped field by selecting Map and choosing the First Name in the Salesforce standard list fields.
Change your unmapped field.
You can also change the automatic mappings performed by Salesforce by clicking Change under the Edit column beside the field you want to modify.
After reviewing your import information, you can go back to the previous steps to change unmapped data and ensure all the information is correct. Click Start Import.
B. Export Salesforce Data using in-built Data Export
Follow the steps below to export data from Salesforce via the data export service.
Step 1: Navigate to the Data Export option on Salesforce
On the Salesforce interface, navigate to Setup and enter Data Export in the search box.
Find Data Export by using the search box.
Choose Export Now, which prepares your data for export immediately, or select Schedule Export, which lets you schedule your file exporting to weekly or monthly intervals.
Step 2: Choose the types of information to export
Choose your preferred encoding for your export file.
Click the box beside Replace carriage returns with spaces,so your export files have spaces instead of line breaks or returns. This is useful for importing and for other integrations.
Set up details on the data export setup page.
Select the types of info you want to include in your export. If you’re not familiar with Apex API names, choose Include all data and click Start Export.
Select which type of information to include in your export.
Step 3: Schedule your export
Configure your export schedule by setting the frequency, start and end dates, and the time.
Choose the frequency and preferred start time of your data export.
Click Save when you’re done (or Start Export if you’re not scheduling, but instead exporting your Salesforce files immediately).
You’ll receive an email from Salesforce when your zip archive of CSV files is ready. Large exports are usually broken into multiple files, and you can download the zip files from the link within the email.
Want to learn how to export leads from Salesforce quickly? Open your report, click the dropdown arrow beside the Edit button, and select Export.
Export leads from Salesforce easily.
Choose your export view, click Export, and you’ll instantly get a downloaded CSV or .xlsx spreadsheet file.
Salesforce presents two export view options.
Pros
The Salesforce data import wizard and export data service are native Salesforce tools. This means you won’t need to install third-party apps for your Salesforce data export and import.
Cons
Both methods are tedious and time-consuming since you’ll need to set up your data import and export manually. What’s more, whenever you want to update the data on your Spreadsheets, you’d have to repeat the import/export process every time.
You might also need to map some of your data if Salesforce fails to do it automatically, which can be cumbersome and labor-intensive.
Your exported files in zip format will only be available for 48 hours upon exporting and will be deleted afterwards.
You can only import up to 60,000 records at a time. Also, all the objects for importing must be supported by the Wizard. The process is not fully automated since you’ll need to set your data importing manually.
Method 2. Coefficient
Out of the three methods presented, Coefficient is the best option to export and import Salesforce data from Google Sheets and Excel, especially for businesses dealing with massive data volumes with a simple six step process that’d take 2-3 minutes. Companies like Klaviyo reclaimed two months worth of manual operations work using Coefficient.
Coefficient’s solution makes building your dashboards and reports effortless and analyzing data a breeze since it gets updated in real time, let alone automatically. In fact, you can give a Google Sheets Salesforce dashboard template a try in just a few clicks.
For instance, if you want to export Salesforce data and import it into Google Sheets, simply open a new Google Sheets file and launch the Coefficient Data Connector Add-on.
Note: You can follow the same steps in Excel as well after installing the Coefficient for Salesforce Excel Add-in. Click Import Data, select Salesforce as your data source, and choose whether to import from reports, objects or specific fields, or a custom SOQL query.
Coefficient lets you choose from several data sources.
After authorizing the connection, your data instantly exports from Salesforce to your Google Sheets file. You can add and remove data fields as you go along, so you only work with the data you need without repeating the exporting process.
Coefficient also auto-refreshes your exported data on Google Sheets, so you never have to build the same analysis or keep exporting your file every time your Salesforce data changes or gets updated.
Schedule your data imports in Coefficient easily.
Schedule live data refreshes hourly, daily, or weekly by setting the frequency, day, and time in the Scheduled Run option. This ensures your data is always accurate and up-to-date.
Coefficient’s powerful features make your Salesforce data exporting (and importing) quick, easy, automated, and completely effortless, bolstering your data workflows and analysis.
Pros
Coefficient is uber-easy to set up and install and you can get it up and running in seconds.
It’s a powerful tool that requires little to no effort when exporting and importing your Salesforce data.
Build once and refresh forever with auto-refresh schedules to ensure you always work with the latest and most accurate data.
You can use AI to build custom SOQL queries.
Coefficient supports multiple data source integrations to your spreadsheet like Hubspot, Stripe, Quickbooks for advanced data analysis.
No object data mapping and manual query building required since Coefficient works instantly and on the fly as soon as you set up your data source connections.
Upserts and writebacks are native to the Coefficient app
Cons
Coefficient has a free plan which is limited, but it offers affordable pricing plans.
Method 3. Dataloader.io
Dataloader.io is a third-party data loader app for Salesforce that lets you import and export your data in bulk.
It allows you to update, insert, export, import, upsert, and delete your Salesforce records for standard and custom objects with ease.
In our example on importing Salesforce contacts, we’ll use the Upsert operation. That means we’ll create a new record or update an existing one. We’ll also enable email notifications so reports are automatically sent when the import is complete.
We’ll also show how you can schedule daily imports, so your CSV file gets imported to your Salesforce account automatically.
Step 1: Select your Salesforce connection, operation, and object type
After installing and logging into Dataloader.io, select New Task, then Import.
In this example, we’ll use the default connection. Select Upsert, then search for the object type you want to import (in this case, Contacts), and click Next.
Use Dataloader.io to import data in bulk. Image source: dataloader.io.
Step 2: Choose a CSV file
Dataloader.io offers direct connectivity to File Transfer Protocol (FTP), Secure FTP, Dropbox, and Box. Select where your CSV file is stored for uploading.
Select your file source. Image source: dataloader.io.
You can also configure a third system, such as Database or another Salesforce instance (the server your Salesforce organization lives on), to upload the CSV file in the same location automatically.
This allows Dataloader.io to automatically import your up-to-date data from their data sources directly into Salesforce.
Step 3: Define the mapping
Dataloader.io automatically inputs your data into the matching Salesforce fields: First name, Last name, Email, and Phone.
Modify Email to map to a Contact ID and configure a Lookup via email to set the email address as a unique identifier.
Select the check box on the left side of Insert as new if no match is found and click Next.
Set up your contact ID. Image source: dataloader.io.
Step 4:Schedule importing task
Set a schedule in the Summary page so Dataloader.io automatically performs the import task into Salesforce with your defined mapping configurations daily (or hourly, weekly, monthly).
Schedule your data imports. Image source: dataloader.io.
Select bulk API for faster importing and enable the Send me the results via email option to get automatic email reports every time the task runs. You can also configure the advanced settings based on your preferences.
Click Save and Run once you’re done. Your new records should be uploaded instantly to Salesforce and existing records should be updated.
The general steps to export data from Salesforce using Dataloader.io include creating an export task, selecting your connection and object, building your custom query, then saving and running your task.
The tricky part is the custom query building aspect of the process since you need to understand SOQL well to review and ensure you’re asking your query properly.
The Dataloader.io data exporting feature also lets you use its SOQL Query editor to write your custom queries.
Pros
The app’s interface is easy to navigate and understand.
It automatically translates the query into SOQL as you select your preferred object fields to build your query.
Cons
While Dataloader.io offers essential automation features for exporting and importing, setting these up can still take up your time.
You need to build your query when exporting, which can be complicated and confusing if you don’t know a lot about object fields and types and what they are specifically, including SOQL.
You can access basic Salesforce data importing and exporting features with Dataloader.io’s free version. However, you need the paid plans to get a bigger file size limit and schedule more than one task and email notifications (among others).
How to bulk update records in Salesforce?
Salesforce offers a Writeback Object node feature to update, create, or upsert your Salesforce org records with transformed data.
Set up your Writeback Object node. Image source: Salesforce.com.
Salesforce lets you create a maximum of five Writeback Object nodes within a Data Processing Engine definition. This allows you to write back your transformed data to custom or standard objects, updating them in bulk. There are a few tools out there that can help with writing back to Salesforce, however, Coefficient takes the cake with its writeback feature for Salesforce.
Update your Salesforce data in bulk through Google Sheets using Coefficient.
Open your Spreadsheet file, and from the Coefficient window, select Push to Salesforce, select your preferred action, and you can update bulk Salesforce from Google Sheets quickly and easily.
This is a huge time- and energy-saver since it only takes a few clicks (and seconds) to do bulk Salesforce record updating.
Conclusion
We hope you feel enabled to choose the best-suited Salesforce export and import option to leverage the right tools for your organization that automate and streamline data handling, sharing, and analysis.
The more efficiently you can move and sync your data, the better its quality. This can help revolutionize your company’s Salesforce adoption, boosting your ability to generate accurate dashboards and reports.
Ultimately, seamless Salesforce data importing and exporting amplifies your data flow, allowing you to derive insights effectively and efficiently.
Salesforce offers a treasure trove of data you can use to optimize your sales and marketing operations.
But there’s a catch. It’s not always easy to make the most of your Salesforce data from the platform alone.
The good news is you can connect Salesforce with Google Sheets, allowing you to pull and manipulate your SFDC data easily using the various familiar spreadsheet tools and functions.
Read on to find out more about the best methods to link Salesforce CRM to Google Sheets.
VIDEO: How to Connect Salesforce to Google Sheets in Clicks
Can You Connect Salesforce to Google Sheets?
Linking your Salesforce data with Google Sheets involves several methods.
You can select specific Salesforce objects and reports, download them as a CSV, XLXS, or XLS file, and open them on Google Sheets to export your data.
An easier method is to use a data connector app, which simplifies and even automates some parts of pulling up Salesforce data into a Google spreadsheet.
However, the best method is the one that facilitates your preference and business needs and, in turn, streamlines connecting Salesforce to Google Sheets for you.
Ultimately, you’re better off choosing an intuitive tool that lets you automate Salesforce to Google Sheets integration. This allows for seamless and quick data linking, requiring minimal training and with as few usability errors as possible.
4.9/5 star rating on AppExchange and Google Marketplace
Cons
Not a big-name publisher such as Google Cloud
Coefficient Walkthrough
Coefficient is a powerful app that offers simple, easy-to-understand functionalities for pulling up datasets from your data sources, platforms, and other channels into Google Sheets.
Coefficient’s Salesforce connector has an intuitive UI that allows you to connect your Salesforce account and import data to your Google spreadsheet almost instantly with a few clicks.
Step 1: Get started free here in just a few clicks. You’ll sign up with your email, click on the blue install button, and accept the prompts.
Step 2: Click Add-ons on the Google Sheets menu, select Coefficient, then click Launch.
Step 3: Click Import From and Choose Salesforce from the list of Coefficient’s supported data sources and platforms.
You can either import Salesforce data from reports, objects, or through SQL, but we’ll use Import from report for this example.
Select a report, preferably something from the Recent reports or All reports tabs. You can also use the search bar to find reports quickly. After choosing a report, click Import Report.
Your report should populate your Google spreadsheet within a few seconds. You can also schedule your data to auto-refresh after running an import.
Step 4: Configure when to refresh data – hourly, daily, or weekly, and click Yes, refresh. You’ll also have the opportunity to refresh your data at any time using the Refresh button at the top of your import.
You’ll be directed to an extended import menu where you can easily make additional changes and rerun the report.
Step 5: Now, we’ll try to import a Salesforce report in Google Sheets using the Import from objects function. This time, select the second option from the dropdown menu as highlighted below.
You can search and choose any object, but let’s pick Contact for this example. Click Next once you’ve made your selection.
Step 6: Choose the fields you’d like to see in your report.
Coefficient also lets you enable Pivot Mode so you can automatically generate a pivot table of your reports, making it easy to analyze your data through category groupings.
You can also add filters. For example, you can try filtering for contacts located in the state of California, those that are missing email or phone numbers, active contacts, the list goes on.
Step 7: Once you’re happy with your setup, name your import and click Import.
The sample dataset below shows how a finished import would look like. You can easily adjust the criteria and re-run the import at any time without extra hassle.
Step 8: Enable automatic updates or snapshots of your report by re-opening the import you created and expanding the Refresh Schedule section.
You can configure and set your schedule and Snapshot frequency using the available options.
Additionally, if you want to perform analyses or use your Salesforce data with other datasets from another platform, re-open the Coefficient sidebar and choose a new data source to import into Google Sheets.
You can find many ways to combine data from Salesforce and other platforms in both Google Sheets or Excel. You can find all of our pre-built spreadsheet integration here.
Coefficient provides one of the easiest ways to get data from Salesforce and sync it with Google Sheets.
Setting it up is a no-brainer, allowing even non-technical users to pull Salesforce data into Google Sheets, conduct analyses, create visualizations, and other data manipulation purposes on the fly.
The process leaves little to no room for error because, unlike manual data importing, you won’t need to map object fields — the Coefficient app does the heavy lifting for you.
Another advantage of using Coefficient is it lets you set notifications that automatically trigger an email or Slack message when your import data on the spreadsheet updates.
Just enter the email addresses of your recipients for email alerts or link the Slack channels to where the notifications would be sent.
For instance, an email alert or Slack message is sent as soon as a new row gets added to your spreadsheet.
Alert types are based on your preferences or you can select from Coefficient’s recommended notifications. Set the frequency as soon as it happens or at a specific time.
With this feature, you can easily keep track of any data changes and stay on top of your Salesforce data analyses, reports, and dashboards with minimum effort on your part.
Another nifty way to link your Salesforce data with Google Sheets is via a data connector. We outline the steps below, including the pros and cons of using this method.
Pros
Lets you create, read, update, and delete data in Salesforce from Google Sheets
Allows you to retrieve data on a schedule
Most apps are created and updated by a big-name publisher
Totally free
4/5 star rating
Cons
2000 row limit
Limited or no support
Only works with Salesforce; you’ll need separate add-ons to link other data sources to Google Sheets
No data snapshotting functionality
No cloud pivot tables
Lack of frequent updates and fixes
Data Connector Walkthrough
Data connector for Salesforce is a Google add-on that you can download from the Workspace Marketplace.
The app is simple, providing essential functions, such as importing a report and adding, updating, and deleting data within Salesforce.
Data connector for Salesforce is quite utilitarian. As such, other tools stand on the other side of the spectrum, catering to a niche of needs and providing a fairly complex tool at a not-so-low cost.
Step 1: Head to the top menu bar on Google Sheets and click Add-ons.
You will be taken to the Google Workspace Marketplace. Type in “Data Connector for Salesforce” in the search bar and select the add-on.
Go over the terms of service and click Allow.
The Data connector for Salesforce appears as a sidebar on the right-hand side of the Google Sheets interface.
Step 2: Select the Salesforce environment (usually Production), and click the Authorize button at the bottom.
You should see a menu showing the Reports and Import options.
Step 3: Select Reports as your operation.
For this tutorial, we will choose a recently run report, the first option: Contact Data Quality Score. You can select the current sheet or create a new page.
Step 4: Once you’re done with your selection, import the report by clicking the blue button at the bottom of the menu.
Your import will look similar to this one (depending on the report you chose).
Step 5: Now, let’s use the Import option.
Choose a source object. We’ll use Contact for this example to match the results with the previous exercise.
Step 6: Choose the fields you’d like to include in your import by clicking each one. When you’re done, the confirmation screen will appear, and then click Next.
Verify the criteria established for this import. You can also choose filtering conditions accordingly.
Step 7: Run the report by clicking the blue button at the bottom of the Data connector for Salesforce sidebar menu.
Your import report should look something like this.
Data Connector is free and from a trusted source, but it is somewhat clunky and not very accessible. The UI is monotonous and lacks good user experience practices.
It’s easy to get lost or make an error, and the options it provides are also pretty basic. This would be better suited for tech users or admins as opposed to business users.
If you want to set up snapshots using the Data Connector tool, you’ll need to configure this by creating a time-triggered script. The script copies the import sheet’s data into a new sheet (and renames it with a timestamp).
Another option is to use another add-on to perform the spreadsheet snapshotting for you.
Importing data from another platform, such as Looker, Google Analytics, or MySQL, is also not available. In this case, you’ll need to either import the data manually or use another add-on to load your data.
Why connect Salesforce to Google Sheets?
Salesforce offers a lot of data configuration options, allowing you to analyze and generate reports to gain valuable data insights. This can even make reporting in the Salesforce admin space a specialty of its own.
However, Salesforce reporting can get complex for non-technical users across your company. This often makes it challenging for them to get the exact data and insights they need from Salesforce’s reporting and dashboard tools. (That’s why we love pre-built Salesforce Google Sheets templates.)
Additionally, users might need to apply many changes to your data at once. While Salesforce offers some tools for updating records en masse, it doesn’t work for all fields in the User Interface (UI).
This poses a few challenges since you’re not likely to give all your business users access to the Salesforce Data Loader.
Also, data changes may require a more formulaic approach to updates. For instance, “If the amount is more than $60,000 and less than $260,000 do x unless the Industry is ‘Government’”. Salesforce simply doesn’t have a good solution for this, which adds to the complexity for non-technical users.
Pulling up your Salesforce data to Google Sheets makes reporting, creating charts and dashboards, and other analyses a lot easier, especially for non-Salesforce not-so-savvy users.
With Google Sheets, you can manipulate your Salesforce data beyond using the built-in features, merge information, utilize its functions, and create reports in an environment that your users are more familiar with.
Benefits of Connecting Google Sheets to Salesforce Now
It would help you make sense of your Salesforce data much faster and more easily because of Google Sheets’ familiar functions and tools. Extracting valuable insight to optimize your sales and marketing operations has never been this simple!
Supercharge connecting Salesforce to Google Sheets by leveraging the power of Coefficient.
Coefficient provides the most seamless and hassle-free way to pull up Salesforce data into Google Sheets, even allowing you to automate updates of your imported dataset.
With Coefficient, you get a great user experience, intuitive UI, quick setup, and fast operation, saving you tons of valuable time and money.
