This can be done by selecting the Get Data or Load Scenario button.
Option 1: Get Data
Any object in Salesforce can be selected for update (Salesforce permitting). Select the button to bring up the DownloadData window:
1. Select object to download: Pick the object from the drop down list and click Use Object. This will load all the fields from that object to be used in conditions (which records to download) and as fields to show in the results grid on the right.
2. Create a "where statement" in order to specify which records to load in the grid
- To select multiple text values for the same field separate with a comma (NO SPACE after the comma)
- e.g. ca,cal,california
- All conditions are "AND'd" together
- Can create "OR" groups with Expert Mode, e.g. ("a" and "b") OR ("c" and "d")
- To delete one condition, click the box to the left of the field and press "delete" on the keyboard
- To update an existing condition, click the box on the left to reload the condition, make the necessary changes then select Update Condition
- More information on creating conditions can be found HERE.
If all records in the selected object are to be affected, use a generic where statement of "contact id != (blank)" or something similar.
3. Fields to show in results grid
- Select fields from the primary object and/or related objects that need to be reviewed and possibly updated
- ONLY fields displayed in the grid for the primary object will be available for update
- Fields selected from related objects are for display ONLY (cannot be updated), and will be shown in italics
- To select a field on the selected object table, click on the corresponding check box
- To select a field from a related object, click the "->" sign next to the name of the object and click the checkbox for the desired field
- After selecting fields from a related object, collapse the field set by clicking the down arrow next to the left of the object name.
- Selected fields will appear on the right hand side of the screen
- Fields will be displayed in the order of selection but can be re-ordered by dragging and dropping to desired position
4. Download Records
- Applies the specified conditions and selected fields to populate the grid
Option 2: Scenarios
Once Scenarios have been created and saved the button can be used to load data to the grid.
- Browse to select the saved scenario file
- Load Scenario: Displays the DownloadData screen with all the saved selections
- Any portion of the DownloadData screen can be updated prior to selecting Download Records to populate the grid with data
- Save Scenario: Saves all the selections in the DownloadData screen
- Clear Scenario: Clears all data from the grid
Ability to Add Additional Fields to the Grid (Get More Fields) or Add Additional Records to the Grid (Get More Data)
Additional fields can be added at any time to the current grid results by selecting Get More Fields
Fields will be appended to the grid but can be moved as needed (see Step 2)
Additional records can be added to the grid results by selecting Get More Data
Note: The object to download and fields to show areas are grayed out as these items cannot be changed with Get More Data. ONLY additional conditions can be added to grab more records.
Exporting Grid Results
Once data has been loaded into the grid, the button will display on the left under the Data section. Allows the grid data to be exported to a spreadsheet.
Click Export Data to export the data in the grid to a spreadsheet
1. Formatted XLS file will be a formatted file that looks like the grid
- Preserves any column width/row height adjustments
- If records have been limited (using Limit Conditions), will ONLY export the "limited" records, those currently displayed in the grid
- Preserves Sort Order
2. Data File will allow creating an xls, xlsx, mdb (32bit only), accdb, dbf, csv, xml or tab output file
- DOES NOT preserve column width, row height, limiting or sorting
- ALL records downloaded to the grid will be included in the output file