Update Rows in Excel - Data Modifier for Zapier

PDF4me Update Rows in Excel keeps your spreadsheets current without manual intervention. Unlike adding new rows, this action modifies existing data in-place—perfect for refreshing inventory counts, updating customer information, syncing CRM records, or keeping reports aligned with your database. With intelligent header matching, it automatically converts JSON data types, handles date formatting for different locales, and respects your spreadsheet structure. Whether you're managing product catalogs, tracking customer data, or maintaining operational reports, this action ensures your Excel files stay synchronized with your business systems.

Authenticating Your API Request

To access the PDF4me Web API through Zapier, every request must include proper authentication credentials. Authentication ensures secure communication and validates your identity as an authorized user, enabling seamless integration between your Zapier workflows and PDF4me's powerful Excel data update services.

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Key Features

• In-Place Updates: Modify existing cells without inserting or deleting rows
• Header Matching: Automatically match JSON property names to Excel column headers
• Sequential Row Updates: Update multiple consecutive rows starting from specified row
• Automatic Type Conversion: Convert JSON strings to Excel numbers and dates automatically
• Format Customization: Apply custom date and numeric formatting patterns
• Culture Support: Parse dates and numbers according to specified culture codes
• Null Value Handling: Option to skip null values or update as empty cells

Parameters

Complete list of parameters for the Update action. Configure these parameters to control data update behavior.

Important: Parameters marked with an asterisk (***) are required and must be provided for the action to function correctly. Json Data must be a JSON array.

Parameter	Type	Description	Example
File Name***	String	Excel Filename • Specify filename with .xlsx or .xls extension • Map from previous step output • Used for output file identification • Supports dynamic naming from Zap variables	sales_data.xlsx
Document***	File	Excel File Content • Map Excel file from previous step • Source from Dropbox, Google Drive, HTTP request • Binary Excel data to update existing rows • Contains existing worksheet structure	[File from Dropbox]
Json Data***	String	JSON Array of Objects to Update • Must be a JSON array - single objects NOT supported • Each object updates one row sequentially • Property names must match column headers • Array Format: [{"Name":"John","Age":31},{"Name":"Jane","Age":29}] - Multiple rows • Single Object: Must wrap in array [{"Name":"John","Age":31}] • ❌ Invalid: {"Name":"John"} (will cause error)	[{"Product":"Widget","Price":55.99}]
Worksheet Name	String	Target Worksheet Name • Name of worksheet to update • Default: "Sheet1" if not specified • Must match worksheet name exactly • Case-sensitive worksheet matching	Sales
Start Row	Integer	First Row to Update • 1-based row number to start updating • Default: 1 (typically use 2 or higher for data rows) • Row 1 is usually headers • Updates proceed sequentially from this row	2
Start Column	Integer	Header Column Offset • 1-based column offset for header matching • Default: 1 (column A) • Allows skipping initial columns • Affects which headers are mapped	1
Convert Numeric And Date	Boolean	Enable Type Conversion • Yes - Convert JSON strings to Excel numbers/dates • No - Insert all values as-is without conversion • Applies DateFormat and NumericFormat when enabled • Default: Yes for intelligent type handling	Yes
Date Format	String	Excel Date Format Pattern • Excel date format to apply • Examples: "yyyy-MM-dd", "MM/dd/yyyy", "dd-MMM-yyyy" • Default: "yyyy-MM-dd" • Used when Convert Numeric And Date enabled	MM/dd/yyyy
Numeric Format	String	Excel Numeric Format Pattern • Excel numeric format to apply • Examples: "N2", "#,##0.00", "$#,##0.00" • Default: "N2" • Used when Convert Numeric And Date enabled	#,##0.00
Ignore Null Values	Boolean	Null Value Handling • Yes - Skip updating cells with null values • No - Update cells to empty when JSON has null • Default: No • Preserves existing values when true	No
Ignore Attribute Titles	Boolean	Case-Insensitive Matching • Yes - Case-insensitive header matching • No - Case-sensitive matching • Default: No • Useful for flexible JSON property naming	Yes
Culture Name	String	Culture for Date/Number Parsing • Culture code for parsing (e.g., "en-US", "de-DE") • Default: "en-US" • Affects date and number interpretation • Important for international data	en-US

Output

The PDF4me Update Rows in Excel action returns comprehensive output data for seamless Zapier workflow integration:

Table

Table View

Response data in a structured table format:

Parameter	Type	Description
File	URL	Direct URL to access the Excel with updated data
File Name	String	The filename without extension
Full File Name	String	Complete filename with .xlsx extension
File Extension	String	File extension (.xlsx)

JSON

JSON Response Format

The raw JSON response from the action:

{
  "File": "https://...",
  "File Name": "sales_data",
  "Full File Name": "sales_data.xlsx",
  "File Extension": ".xlsx"
}

Zap Integration

Zapier Workflow Usage

Use Excel with updated data in subsequent steps:

• Email Distribution: Send updated Excel reports to stakeholders
• Cloud Storage: Upload modified spreadsheets to Dropbox, Google Drive
• Database Sync: Keep Excel in sync with database changes
• API Integration: Update Excel with REST API response data
• CRM Refresh: Modify Excel with latest CRM data changes
• Inventory Updates: Refresh stock levels in Excel inventory sheets

Scenario Examples

The PDF4me Update Rows in Excel action in Zapier provides comprehensive scenario templates designed for real-world data synchronization needs:

Database Sync

Automated Database-to-Excel Sync Scenario

Keep your Excel reports in sync with database changes automatically:

Complete Scenario Steps:

1. Trigger: Scheduled trigger runs every 4 hours for data refresh
2. Query Database: Execute SQL query to fetch updated records since last sync
3. Format JSON: Convert SQL results to JSON array format with proper property names
4. Get Excel Report: Fetch master report template from Google Drive
5. Update Rows: Modify existing rows with fresh data starting at row 2
6. Set Parameters: ConvertNumericAndDate = Yes, IgnoreNullValues = Yes
7. Apply Formats: DateFormat = "MM/dd/yyyy", NumericFormat = "$#,##0.00"
8. Upload Result: Save updated Excel to Google Drive replacing old version
9. Email Team: Send notification of data refresh completion to team
10. Log Sync: Record sync timestamp and record count in sync log

Business Benefits:

• Syncs 500+ database records to Excel 6 times daily automatically
• Eliminates manual data entry and reduces errors by 100%
• Ensures Excel reports always reflect current database state
• Maintains Excel formulas and formatting while updating data

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API Data Refresh

Automated API-to-Excel Data Refresh Scenario

Keep Excel dashboards current with external API data automatically:

Complete Scenario Steps:

1. Trigger: Scheduled hourly data refresh runs every hour
2. Call REST API: Execute HTTP GET to external analytics service
3. Parse Response: Extract JSON array from API response body
4. Transform Data: Apply business logic calculations and transformations
5. Get Excel Dashboard: Retrieve live dashboard from Dropbox
6. Update Existing Rows: Modify rows 2-51 with refreshed API data
7. Set Start Row: StartRow = 2 to preserve headers
8. Enable Conversion: ConvertNumericAndDate = Yes for metrics
9. Apply Culture: CultureName = "en-US" for US formatting
10. Upload Refreshed: Save updated dashboard back to Dropbox

Business Benefits:

• Refreshes Excel dashboard with API data 24 times daily
• Provides near real-time visibility in familiar Excel format
• Automatically formats numbers and dates from API responses
• Preserves dashboard structure, formulas, and charts while updating data

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CRM Data Update

Automated CRM-to-Excel Update Scenario

Synchronize Excel reports with CRM opportunity updates automatically:

Complete Scenario Steps:

1. Trigger: Webhook receives CRM opportunity update event
2. Get Opportunity Details: Query CRM for full opportunity record
3. Find Excel Row: Search Excel for matching opportunity ID row
4. Create JSON Update: Build JSON object with updated fields
5. Get Excel Report: Retrieve opportunities tracking Excel from Google Drive
6. Update Opportunity Row: Modify specific row with updated data
7. Set Parameters: IgnoreAttributeTitles = Yes for flexible matching
8. Format Currency: NumericFormat = "$#,##0.00" for deal amounts
9. Upload Updated: Save modified report to Google Drive
10. Email Sales Manager: Send notification of opportunity update

Business Benefits:

• Updates 200+ opportunity records monthly automatically
• Ensures Excel reports match CRM state in real-time
• Flexible header matching handles CRM field name variations
• Reduces manual CRM-to-Excel data copying by 100%

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Inventory Refresh

Automated Inventory Level Update Scenario

Keep Excel inventory sheets synchronized with real-time stock levels:

Complete Scenario Steps:

1. Trigger: Inventory update event from warehouse management system
2. Get Updated Stock Levels: Query inventory database for current levels
3. Format Inventory JSON: Convert to JSON array with SKU and quantity
4. Get Inventory Excel: Retrieve master inventory Excel from SharePoint
5. Update Stock Rows: Modify rows with current inventory levels
6. Set Start Row: StartRow = 2 to preserve column headers
7. Handle Nulls: IgnoreNullValues = Yes to preserve unchanged items
8. Apply Numeric Format: NumericFormat = "0" for whole numbers
9. Upload Updated: Save refreshed inventory Excel to SharePoint
10. Trigger Alerts: Check for low stock and send alerts if needed

Business Benefits:

• Updates 1000+ SKU inventory levels multiple times daily
• Provides real-time inventory visibility in Excel format
• Eliminates manual inventory data entry and reconciliation
• Supports proactive stock management with current data

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Industry Use Cases & Applications

Sales & Marketing

• CRM Opportunity Updates: Modify opportunity rows in Excel with latest status, amounts, and close dates
• Campaign Performance Refresh: Update campaign metrics rows with current impressions, clicks, conversions
• Lead Score Updates: Refresh lead scoring data in Excel tracking sheets from marketing automation
• Customer Database Sync: Update customer record rows with latest contact info and purchase history
• Sales Forecast Updates: Modify forecast rows with updated pipeline data and win probabilities

Finance & Accounting

• Transaction Updates: Modify transaction rows with corrected amounts, dates, or account codes
• Account Balance Refresh: Update account balance rows with current balances from accounting system
• Budget Tracking Updates: Modify actual spending rows in budget vs. actual templates
• Expense Report Updates: Update expense rows with approval status and reimbursement amounts
• Invoice Status Updates: Refresh invoice rows with payment status and dates from billing system

Human Resources

• Employee Record Updates: Modify employee rows with promotions, salary changes, department transfers
• Attendance Updates: Update attendance rows with corrected clock-in/out times and PTO usage
• Performance Score Updates: Refresh review score rows with updated ratings and goal progress
• Benefits Enrollment Updates: Modify enrollment rows with plan selections and dependent changes
• Training Status Updates: Update training completion rows with dates and certification status

Operations & Supply Chain

• Inventory Level Updates: Modify stock level rows with real-time quantity updates from warehouse
• Order Status Updates: Refresh order rows with current fulfillment and shipping status
• Production Updates: Update production run rows with actual output, downtime, and quality metrics
• Supplier Updates: Modify supplier rows with updated contact info, lead times, and pricing
• Equipment Status Updates: Refresh equipment rows with maintenance dates and operational status

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