Automate Excel Model Update - Replace Data
Keep a single Excel workbook continuously updated by replacing its data with fresh information on a schedule. Perfect for current-period dashboards, rolling reports, and any model where you need the latest data without historical accumulation.
What It Does
The Update - Replace Data automation maintains a single Excel workbook and overwrites its data each time it runs. The structure, formulas, and formatting remain intact—only the data values are refreshed.
How It Works
When to Use This Automation
Update - Replace Data automation excels in scenarios where you need current information without retaining historical data within the model:
Current Period Dashboards
Maintain a single dashboard that always shows the current month's or week's data. Previous periods are replaced automatically.
Example: Monthly KPI dashboard that always displays the current month. On the 1st of each month, last month's data is replaced with the new month's metrics.
Live Status Reports
Keep a report continuously updated with the latest status, replacing previous snapshots as new data arrives.
Example: Hourly website traffic dashboard that shows the last hour's metrics, refreshing every hour with the latest period's data.
Rolling Analysis
Maintain analysis for a rolling time window (last 30 days, last quarter, etc.) where old data rolls off as new data arrives.
Example: Rolling 30-day sales analysis updated daily. Each day, data from 31 days ago is removed and yesterday's data is added, maintaining a constant 30-day window.
Reference Data Updates
Keep lookup tables, price lists, or reference data current by replacing them with the latest versions from authoritative sources.
Example: Product pricing model that refreshes nightly with current prices from the ERP system, replacing yesterday's price list.
Setup Process
Setting up an Update - Replace Data automation requires specifying which workbook to update and how:
Select the Session to Update
Choose which existing Viete session/workbook should be continuously updated:
- • Select from your existing Viete sessions
- • The chosen workbook becomes the source that gets updated each run
- • All structure, formulas, and formatting are preserved from the original
Note: This requires an existing session. If starting from scratch, create the initial workbook first, then set up update automation on it.
Configure Data Sources & Prompt
Specify where data should come from and what should be updated:
- • Connect to data sources via MCP servers (optional)
- • Write a prompt describing what data to fetch and how to update the model
- • Specify "replace" mode to overwrite existing data
- • Define which sections of the workbook should be updated
Set Schedule
Determine when the automation should refresh your data:
- • Choose update frequency: hourly, daily, weekly, monthly, or custom (cron)
- • Set start date and specific time for execution
- • All schedules use Norwegian time (Europe/Oslo timezone)
- • Next run is automatically calculated based on your settings
Test and Activate
Verify everything works before activating:
- • Save as draft initially to test
- • Optionally run a manual test to verify data replacement works correctly
- • Activate the automation to begin scheduled execution
- • Monitor the first few runs to ensure correct behavior
Test and Activate
Verify everything works before going live:
- • Run a test update to see the results
- • Verify formulas recalculate correctly with new data
- • Check that charts and visualizations update properly
- • Activate the automation once confirmed
Key Features
- Single workbook stays continuously current
- Formulas and structure preserved automatically
- Formatting and charts remain intact
- No manual data replacement needed
- Automatic formula recalculation
- Session history tracks all updates
Real-World Examples
Executive KPI Dashboard
Monthly executive dashboard refreshed on the 1st of each month with current month's KPIs, replacing the previous month's data while maintaining all charts and variance analysis formulas.
Frequency: Monthly, 1st day at 6 AM
Data Sources: Company database, CRM, financial system
Replaces: Monthly metrics in data input sheet
Inventory Status Report
Daily inventory dashboard showing current stock levels, reorder points, and supplier information. Updated every morning with yesterday's closing inventory replacing the previous day's data.
Frequency: Daily, 6 AM
Data Sources: Inventory management system API
Replaces: Current stock levels, reorder status
Product Pricing Model
Pricing analysis model refreshed weekly with current supplier costs and competitor prices. Complex margin calculations and pricing strategy formulas automatically recalculate with fresh data.
Frequency: Weekly, Sunday 11 PM
Data Sources: Supplier APIs, web scraping, internal database
Replaces: Cost data, competitor pricing tables
Comparison: Replace vs. Add
Replace Data (This Method)
- • Overwrites existing data
- • Maintains fixed model size
- • Always shows current period
- • No data accumulation
- • Perfect for current-state dashboards
Add Data (Alternative)
- • Appends new data
- • Model grows over time
- • Builds historical records
- • Cumulative data tracking
- • Perfect for trend analysis
Best Practices
- Clearly label which cells/ranges contain data vs. formulas
- Use named ranges for easier data mapping
- Test with sample data before activating on production
- Set up data validation rules to catch unexpected values
- Monitor automation logs after setup to ensure accuracy
- Document which data sources feed which model sections
Explore Other Automation Types
Create New Model
Generate fresh workbooks on schedule instead of updating existing ones
Update - Add Data
Append new data to build cumulative historical records