How can I set up Data Grid Loader templates?

Templates are automatically generated once a Data Grid Loader configuration is created, which is a framework of rules an admin creates for specific data loading tasks.

When an admin creates and saves the configuration record, the system automatically generates a corresponding Excel template for users to download and use. This ensures consistent and error-free data uploads that only affect the admin-specified fields.

Use configuration records to determine:

  • Which objects are available for end-users to select
  • Which fields can be populated/edited
  • Which fields are required for a successful upload

How can I create a template?

To create a Data Grid Loader template:

  1. Navigate to the Data Grid Loader Configurations tab.

  2. Select Create.

  3. Enter a Template Name and confirm the Status.

  4. Enter the API name for each Object.

  5. Select Tab.

  6. Enter a comma-separated list of field API names corresponding to the Object.

    • Field names are case-sensitive and display in the Data Grid Loader in the order entered
    • Admins can mark fields as required by adding <R> after a field. Fields required at the object level do not require this indication.
    • The following field types are not supported:
      • Formula
      • Roll-Up
      • Lookup
      • Attachment

  7. Populate the following optional fields as necessary:

    • Create as Object Type - If populated, all records created via this template are created as the specified object type. This field is overridden if a record has a defined Object Type in the Field List.

    • Country - Manages the template’s visibility by country. If left blank, the template is visible to all users.

    • Sharing Group - Enables admins to configure sharing rules to restrict visibility to the template, learn more about configuring custom sharing rules

  8. Select Save.

    • The system automatically generates a .xlsx file which is immediately available in the Data Grid Loader in the CRM Desktop (Windows) application

When defining the list of fields, consider specific behaviors for the following fields:

  • ID - When users populate the ID field, the upload updates the existing record. If the ID field is left blank or is not added to the Field List, the upload creates a new record for the row. Creating a report is the easiest way to retrieve IDs for objects, learn how to create Reports.

  • External ID Fields - External ID fields populated in the Data Grid Loader are not used to update existing records. The upload creates a new record if a row has a blank ID field with a populated External ID field.

  • Object Type - Including object_type__v in the Field List allows business admins to define the object type of each row uploaded using the template. Values in this field override the value in the Create as Object Type field.

How can I attach additional instructions to the system-generated template?

By default, the system-generated template only includes the fields in the column headers.

To include additional instruction for template users, admins can add or modify the system-generated .xlsx file. This file can then be saved and uploaded to the configuration record as an attachment. Here are some recommendations when adding or modifying an .xlsx file:

  • Headers should clearly match the specified Field Lists to prevent misinterpretation

  • Localize downloadable files to the country defined in the configuration record. If multiple languages are used, create separate tabs for each language.

  • Use drop-down lists for fields with picklists via Excel’s data validation feature to only allow valid values

  • Use Excel’s VLOOKUP function to easily retrieve IDs

To attach a downloadable file to a configuration record:

  1. Ensure a Data Grid Loader configuration has been created.

  2. Navigate to the Data Grid Loader Configurations tab.

  3. Select the configuration record.

  4. Select and expand Attachments.

  5. Select Upload.

  6. Select the file.

If a configuration record has multiple attachments, only the latest attachment is available to users. If there are no attachments, the system-generated file is used.