Google Sheets is the undisputed king of databases. From lead tracking to monitoring new customers, it has become a hot spot for gathering important business information. Ensuring the reliable transfer of this data to a CRM tool like Salesforce in real-time allows for faster progress with prospects, as sales teams can take immediate action. That’s why you should consider connecting Salesforce to Google Sheets to easily manage data transfer between them.
In this article, I will show you how to set up a Salesforce Google Sheets integration to automatically create a record in Salesforce whenever a new row is added to Google Sheets. I will start by explaining how to do this with Salesforce Data Loader and Google Cloud Connector. Then, I will show you how to do it in a simpler way by automating it with Zapier.
Table of Contents
- How to Use Salesforce Data Loader
- How to Use Google Cloud Connector for Salesforce
- Why You Should Use Zapier Instead
- Efficient Ways to Connect Google Sheets to Salesforce
- How to Integrate Google Sheets with Salesforce Using Zapier
How to Use Salesforce Data Loader
Salesforce Data Loader is a Salesforce-approved tool designed to handle large data transactions (mostly importing and exporting records) using CSV files. It facilitates various operations like insertion, updating, deleting, or exporting records in Salesforce from other tools.
Here are some step-by-step instructions to set it up:
- Click on the “Settings” icon at the top right of your Salesforce page and select “Setup”.
- Search for “Data Loader” in the quick find bar in Setup and click on “Download”, then follow the instructions.
- Install the latest version of Azul Zulu and follow the instructions.
- Next, install Data Loader as a Zip file and move all the contents to a new folder.
- Double-click on the “Data Loader” file and click “Run”.
- Once Data Loader is open, select “Insert”.
- You will be prompted to log in to your Salesforce account and authorize Data Loader access.
- Click “Next” and select the record (your CSV file). You will need to download your Google Sheet as a CSV file for this to work.
- Click “Next” and map your CSV columns to the correct Salesforce fields.
- Finally, create a new folder for your files.
How to Use Google Cloud Connector for Salesforce
Another way to integrate Salesforce with Google Sheets is by using Google Cloud Connector. This extension allows you to directly transfer data from Google Sheets (and other Google applications) into Salesforce.
With this, you can import, add, update, and delete Salesforce data based on updates made in Google Sheets. Here’s how to set it up:
- Open the Google spreadsheet you want to use.
- Click on “Extensions” > “Add-ons” > “Get add-ons”.
- Search for and select “Salesforce Connector”.
- Click “Install” and then click “Continue”.
- Authorize the add-on to access your Salesforce account and click “Done”.
Once you have installed the add-on, you just need to give your Salesforce account access to start moving your data. To do this, go back to your Google spreadsheet and follow these steps:
- Click on “Extensions” and open “Salesforce Connector”.
- In the pop-up window, click “Authorize” and then “Allow”.
Now you can select different options within your add-on, such as moving your data from Google Sheets to Salesforce or adding Salesforce data to a Google spreadsheet.
Why You Should Use Zapier Instead
While you can use the above options to connect Salesforce to Google Sheets, there are several limitations in terms of flexibility and data size.
For example, Salesforce Data Loader does not allow you to automatically sync data on a recurring basis. As a development tool, it is not as user-friendly as other options. Although Google Cloud Connector allows you to schedule data transfers, it has a limited set of interval options. Additionally, it may encounter errors when transferring large amounts of data.
On the other hand, creating an automation with Zapier allows you to transfer your data from Google Sheets directly to Salesforce (and vice versa) automatically. You can transfer data in real-time and schedule recurring transfers as often as you want, all without using code.
Moreover, Zapier connects to thousands of applications, providing a comprehensive solution for custom and diverse needs across multiple platforms.
Efficient Ways to Connect Google Sheets to Salesforce and Save Time
There are many ways to integrate Google Sheets and Salesforce. If you find yourself doing a tedious manual task every day (such as adding leads to Salesforce from new rows in Google Sheets), you can easily automate it to eliminate tedious tasks. Here are some of the most popular ways to automate Google Sheets and Salesforce:
Send Lead Data from Google Sheets to Salesforce
While generating leads and storing them in Google Sheets is a battle in itself, ensuring that your leads end up in Salesforce is a crucial step. After all, you don’t want anyone to fall through the cracks.
However, manually downloading their information, reformatting it, and then uploading it to Salesforce from Google Sheets not only wastes time but also invites human errors into the process. And forget about transferring large-scale data.
Instead, you can use these Zaps to automatically transfer your data from Google Sheets to Salesforce in real-time, creating a new record or updating an existing record, as soon as a new row is created in Google Sheets.
On the other hand, you may also want to log your Salesforce data in Google Sheets. Keeping a track system updated in both applications allows all members of your organization to access the latest lead information, whether they prefer working in Salesforce or Google Sheets.
These Zaps can greatly improve collaboration and efficiency within your team, ensuring everyone is on the same page when it comes to lead management and sales opportunities.
How to Integrate Google Sheets with Salesforce Using Zapier
Now let’s move on to the process of integrating Google Sheets with Salesforce using Zapier. In this case, we will focus on a specific workflow: adding leads to Salesforce from new rows in Google Sheets.
But remember, there are different ways to connect these two applications depending on your specific needs and goals.
Before You Begin
Before creating a Zap that integrates Google Sheets with Salesforce, you need to create a Zapier account if you don’t already have one. Don’t worry, creating an account is easy and free. Just visit Crawlan.com and sign up. You will also need a Google account and a Salesforce account. Once you’re logged in, you can create new Zaps using the “Create a Zap” button or by going to zap.new.
Set Up Your Google Sheets Trigger
Once you’re in the Zap editor, you first need to create the trigger, which is the event that triggers your Zap. Search for and select “Google Sheets” as the trigger app and “New Spreadsheet Row” as the trigger event. Click “Continue”.
Next, connect your Google Sheets account to Zapier if you haven’t already done so. Click “Continue”.
Now, select the spreadsheet and specific sheet you want to use. In my case, I will select the spreadsheet I have set up to store all my leads.
Click “Continue”.
Next, test your trigger. Zapier will look for a recent spreadsheet row in your Google Sheet, based on how you configured your trigger earlier. It will use what Zapier finds to set up the rest of your Zap.
Once you have verified your test results, make sure you have the data you want. If something is not right, make adjustments to your trigger criteria if necessary and test again until you get the desired information. Once satisfied with the results, click “Continue With Selected Record”.
Set Up Your Salesforce Action
Now it’s time to set up the action, which is the event that the Zap performs once it is triggered. Search for and select “Salesforce” as the action app, and select “Create Record” as the action. Click “Continue”.
Next, connect your Salesforce account if you haven’t already, or select an existing Salesforce account from the dropdown menu and click “Continue”.
Now, you need to tell your Zap how to set up the new Salesforce lead. Under “Salesforce Object”, click on “Lead”.
You can extract data from your Google Sheets records by clicking in any empty field where you want the data to go, and then selecting an option from the “Insert Data” dropdown menu. This includes personal information about your lead, such as first name, last name, email address, etc.
Once you are done customizing these fields, click “Continue”.
Now it’s time to test your action. When you click “Test & Review” or “Test & Continue”, Zapier will create a record in Salesforce based on how you customized the fields.
It is advisable to test your Zap to check if your Salesforce record is correct. If you prefer to skip the test, simply click “Skip Test” at the bottom right. If your test is successful, your Zap is now ready to be turned on. If something is not right, go back and adjust the settings until everything is perfect.
Build a Google Sheets Salesforce Integration
Regardless of how you integrate Google Sheets with Salesforce, connecting them to exchange data automatically allows you to build a streamlined lead management system that benefits your entire organization.
And if you integrate Google Sheets with Salesforce via Zapier, you get full flexibility to create custom automated workflows that do the heavy lifting for you.
