For some users, exporting Salesforce data to Excel is nearly second nature. It’s an old habit that’s hard to break, like sinking down into a comfortable couch. But you don’t want to let your users become couch potatoes. It’s bad for the health of your Salesforce org, and bad for your data. Here are the top reasons to get your users back in shape and keep your data in Salesforce.
Data becomes localized…
Whoever exported the data, and whoever is adding to it, refining it, sorting it, becomes the keeper of that data. But who is that, and where did they put it? What if he leaves the company or she drops her laptop in a puddle? You use Salesforce as a repository for your organization’s data so that everyone can access it, at any time.
… and that data isn’t safe
There’s another reason to use Salesforce as a clearinghouse for your data: security. The sensitive, valuable information that resides there needs to be carefully overseen. Client information and email addresses, price books, and many other types of information should remain in Salesforce, unless there’s a compelling reason to lift restrictions on access. If the guy with the data on his laptop leaves the company, you don’t want the data to leave with him.
There are too many versions of data
As soon as data is exported, it becomes a dead point in time, and is no longer synched to the living data in Salesforce. And data in Excel is easily manipulated, which is why users like to export there. But once that data is massaged into different versions, each of those is saved as a separate file, making for multiple versions of the information. But which of these is right version, or even the most up-to-date?
Make healthy data easy for your users
Like a couch potato promising he’ll get to the gym eventually, your users may claim that they’ll enter their data in Salesforce later, but we all know that isn’t going to happen. And even if it did, entering data again in Salesforce is a whole bunch of extra work. But if we’re honest, we also know that handling lots of data in Salesforce can be awkward, to say the least. Updating a price list, clicking through List Views into related lists, or working through a Leads queue can be crazy time consuming. Keep in mind that there are some great solutions out there that are as intuitive and efficient as Excel but make it easy for your users to keep data right where it belongs: in Salesforce. Conga ActionGrid is an example. You can mass update thousands of records, edit records in line, access parent and child Objects from a single screen, sort, slice and filter data, and even insert Excel-like formulas into your Salesforce data. ActionGrid has countless use cases throughout your organization and will keep your data in Salesforce, meaning that your data will be accurate, safe, up-to-date and accessible to all of your users. It’s good for your data and your users will love you for making their lives so much easier.