Convert 15 to 18 Character IDs in Salesforce from Excel

In Salesforce, each record gets a unique Record ID. As an admin or developer, you’ll often work with these IDs when managing data, writing formulas, or referencing records. Salesforce uses two types of Record IDs: a 15-character and an 18-character version, which are used in different situations.

Mass converting 15 to 18 character ID’s is a very common practice that takes up a lot of time and effort when done manually. Luckily there are several methods and tools that will help you instantly convert Salesforce Id’s with just a click of a button.

Understanding Salesforce Records IDs

15-Character Record ID

The 15-character Record ID is case-sensitive and commonly used in Salesforce’s user interface for tasks like editing records or generating reports. However, it can cause issues with systems that don’t differentiate between upper and lower-case letters.

18-Character Record ID

To prevent case-sensitivity issues, Salesforce provides an 18-character ID used in APIs and tools like Data Loader. This version adds three extra characters to the 15-character ID and is always returned by these tools during data exports.

When to Use Each

The 18-character ID is better for consistency, especially when dealing with external systems. It’s a best practice to use the 18-character ID in formulas, API calls, or any data comparison to avoid errors caused by case sensitivity.

Also read: Locate the Unique ID of a Record in Salesforce

How to do you Convert IDs using a Formula Field in Salesforce?

Salesforce’s official recommendation is to create a formula field with the CASESAFEID(Id) function. This formula converts the 15-digit ID into an 18-digit version. It’s a simple solution, but there are a few things you should keep in mind:

• Custom Field Creation: You’ll need to create this formula field on every object (both standard and custom) where you need the 18-digit ID.
• Reports and Permissions: Ensure the new field appears in your reports and that users have the proper permissions to view and use it. Your team must learn to include this new field in their reports and processes.
• Sandbox Testing: If you’re working in a large organization, build and test the field in a sandbox environment before deploying it to production.

The Xappex alternative

If you need a more scalable or quicker solution, consider exploring other methods, such as Salesforce APIs or third-party tools that handle ID conversion. Online tools work fine for small tasks, but things can get messy when dealing with hundreds or thousands of records in a CSV or Excel file.

Imagine the headache of copying and pasting IDs manually!

That’s where spreadsheet powered apps like XL-Connector and G-Connector by Xappex come in. These tools work directly in Excel or Google Sheets, making ID conversion easy. Instead of switching between tools or relying on complicated processes, you can convert Salesforce IDs into your spreadsheet, saving you much time and effort.

Converting IDs for VLOOKUP Functionality

When extracting IDs from Salesforce reports, we receive 15-digit case-sensitive IDs. To use them effectively in functions like VLOOKUP, conversion to an 18-character format is necessary.

To simplify the process, the XL-Connector provides a specific function that swiftly converts multiple 15-digit, case-sensitive IDs into their 18-digit, case-insensitive equivalents. This ensures compatibility with VLOOKUP, improving the efficiency of data manipulation and lookup tasks within Salesforce.

Convert 15 to 18 Salesforce IDs with a Click 

If you’ve ever worked with Salesforce IDs, you know how frustrating it can be to have the wrong format when updating data. Sometimes, you need to turn 15-character IDs into 18-character ones quickly, and if you’ve got a spreadsheet with over 1,000 rows, doing this manually is a nightmare. With Xappex tools, ID conversion can be streamlined with a single click directly from a spreadsheet. 

Using XL-Connector for Salesforce ID conversion in Excel

Firstly, download XL-Connector and log in to Salesforce through XL-Connector.

Let’s say we Account records with 15-digit IDs in an Excel sheet. Select the IDs you want to convert and click the “Convert IDs” option in the ribbon. With a single click, the converted IDs will be on the Sheet.

Using G-Connector (Google Sheets) for Salesforce ID conversion

G-Connector is Xappex Google Sheets to Salesforce data integration tool. If you haven’t installed G-Connector yet, you can do so here—also, Log in to your Salesforce org. We have a Google sheet with record details and 15-digit IDs.

Go to extensions, select G-Connector for salesforce and click on Launch to open the side panel. Select the Ids you want to convert and click on Convert IDs from Admin Tools.

The sheet will update with the new 18-digit IDs and links to open the record directly in Salesforce.

Conclusion: 

To wrap things up, handling Salesforce Record IDs can be a breeze if you use the right tools. While converting 15-character IDs to 18-character is essential for consistency, manually doing it can be a hassle.

That’s where you can rely on tools like XL-Connector and G-Connector. With these tools, you can convert IDs with just a click in Excel or Google Sheets, save time and increase the productivity in your tasks!