ManualTrigger Automate

For Salesforce, this manual-triggered workflow automates the process of downloading a spreadsheet, searching for existing accounts, and creating new accounts and contacts. It efficiently removes duplicates and merges data, ensuring accurate and up-to-date records, ultimately saving time and enhancing data integrity.

7/8/2025
14 nodes
Medium
manualmediumsalesforceitemlistsrenamekeyssticky notespreadsheetfileadvancedlogicconditionalapiintegrationfilesstorage
Categories:
Manual TriggeredMedium WorkflowCRM & Sales
Integrations:
SalesforceItemListsRenameKeysSticky NoteSpreadsheetFile

Target Audience

This workflow is ideal for:
- Sales Teams: Professionals who need to manage and update customer accounts and contacts efficiently.
- Data Analysts: Individuals looking to automate data integration from spreadsheets into Salesforce.
- CRM Administrators: Users responsible for maintaining Salesforce data integrity and ensuring accurate account information.
- Business Managers: Stakeholders who require streamlined processes for onboarding new clients and managing existing relationships.

Problem Solved

This workflow addresses several key challenges:
- Manual Data Entry: Reduces the time spent on entering new company and contact information into Salesforce.
- Data Duplication: Eliminates duplicate entries of companies and contacts, ensuring a clean database.
- Account Management: Provides a systematic approach to check for existing accounts and update them accordingly, improving data accuracy.

Workflow Steps

  • Manual Trigger: The workflow starts when the user clicks the 'execute' button.
    2. Download File: An Excel file containing company and contact information is downloaded from a specified URL.
    3. Spreadsheet File Processing: The downloaded file is processed to extract relevant data.
    4. Search Salesforce Accounts: The workflow queries Salesforce to check if the company already exists.
    5. Keep New Companies: New companies are identified for creation in Salesforce.
    6. Merge Existing Account Data: Existing account data is merged to ensure that updates are applied correctly.
    7. Remove Duplicate Companies: Duplicate entries are filtered out to maintain data integrity.
    8. Account Found Check: A conditional check determines if the account was found in Salesforce.
    9. Set Account ID for Existing Accounts: If an account is found, its ID is set for further processing.
    10. Set New Account Name: For new accounts, the name is set based on the processed data.
    11. Create Salesforce Account: New accounts are created in Salesforce.
    12. Retrieve New Company Contacts: Contacts related to the new companies are retrieved for processing.
    13. Create Salesforce Contact: New contacts are created or updated in Salesforce based on their email addresses.
    14. End of Workflow: The workflow concludes after all operations are completed.

    • Customization Guide

    Users can customize this workflow in several ways:
    - Modify Data Source: Change the URL in the 'Download File' node to use a different file source.
    - Adjust Salesforce Queries: Update the SOQL query in the 'Search Salesforce accounts' node to filter accounts based on different criteria.
    - Add More Fields: Users can enhance the data being sent to Salesforce by adding more fields in the 'Create Salesforce account' and 'Create Salesforce contact' nodes.
    - Change Logic Conditions: The conditions in the 'Account Found?' node can be adjusted to include additional checks as needed.
    - Integrate with Other Services: Expand the workflow by adding more nodes to integrate with other applications or services, such as sending notifications or logging data elsewhere.