Microsoft Excel has a tab on the Menu Ribbon called 'Data', which you can use to pull in data 'From Salesforce Objects' and 'From Salesforce Reports' straight into your worksheet. I use this option frequently if I have report data in Remedyforce that I then want to produce graphs/charts, and a pivot table from.
By opening up Excel and pulling the data in from Salesforce, it presents you with a nice looking spreadsheet, and the best part is that if we want to refresh the data, you don’t need to go through all of the setup steps again, you just need to click the refresh button on the Data ribbon tab, or, right-click the external data range and select Refresh. Excel will go back to the data source, retrieve the updated data and drop it, automagically, into the worksheet.
How to Pull the Salesforce Data
The basic process (in case you wish to pull in data from other external sources) is that you first identify the type of data source and then the location. Depending on the type of source, you’ll have appropriate options. For this post, I am using Salesforce Reports as my data source.
You tell Excel that we want to retrieve data from an external source by first identifying the type of source. This is done by selecting the appropriate ribbon icon from the Data tab as shown below.
You will then be asked to log into your Salesforce/Remedyforce Org (Excel remembers you have logged into this Org after the first time)
You will be presented with a list of Salesforce Reports from your Org - start typing in the name of your Report, and click on 'Load'. This will pull the report data into Excel
Once the data is displayed in your worksheet you can start to manipulate the data with pivot tables, charts and graphs.
Save your worksheet/workbook, and then you can refresh the data in the report when you like - it updates the source data
For recurring processes, the External Data feature is probably more efficient than the standard copy/paste approach, or 'export details' from Salesforce Reports since you simply click the Refresh button to retrieve updated data.