Workflow: Update Excel - Replace Data
Update an existing workbook by replacing its data with fresh information from user inputs. Perfect for monthly reports where current period data replaces the previous period, or for refreshing dashboards with manually uploaded data.
What It Does
The Update - Replace Data workflow maintains a single Excel workbook and overwrites its data each time you run it. You provide new inputs (files, data), and Viete replaces the existing data while preserving structure, formulas, and formatting.
How It Works
When to Use This Workflow
Update - Replace Data workflows excel when you need to refresh a model with new data that isn't cumulative:
Monthly/Quarterly Report Updates
Refresh period-based reports where current month/quarter data replaces the previous period.
Example: Upload monthly sales report PDF on the 1st of each month. Workflow extracts new month's data and replaces last month's figures in the dashboard. All charts and analysis update automatically.
Reference Data Refresh
Update price lists, product catalogs, or reference tables with latest versions from uploaded files.
Example: Upload updated supplier price list CSV weekly. Workflow replaces old pricing data with new prices, and all pricing calculations update automatically.
Client Data Refresh
Maintain client-specific models that get refreshed when client provides updated data files.
Example: Client sends updated customer list each month. Upload CSV via workflow, which replaces customer data in analysis model while maintaining all custom segmentation and analysis formulas.
Status Report Updates
Update project status dashboards with latest information from uploaded status reports.
Example: Upload weekly project status DOCX. Workflow extracts current status, milestones, and metrics, replacing previous week's data in tracking dashboard.
Setup Process
Select Session to Update
Choose the existing workbook that should be updated:
- • Select from existing Viete sessions
- • Or upload an Excel file to create a new session for updating
- • Ensure the workbook has the right structure for updates
Define Input Variables
Specify what data users will provide to replace existing data:
- • Files: PDFs, CSVs, Excel files with new data
- • Text: Period identifiers (e.g., "March 2024")
- • Dates: Reporting period or data timestamp
- • Parameters: Any variable information needed
Map Inputs to Model
Define where new data should be placed in the workbook:
- • Specify which sheets to update
- • Map input data to specific cells or ranges
- • Define which areas should be replaced vs. preserved
- • Configure data extraction from uploaded files
Configure Static Parameters
Set parameters that remain constant across workflow runs:
- • Formula preservation rules
- • Formatting to maintain
- • Data validation rules
- • Chart update behavior
Test and Activate
Verify the workflow works correctly:
- • Run test with sample data
- • Verify old data is properly replaced
- • Check formulas recalculate correctly
- • Confirm charts and visualizations update
- • Save workflow for repeated use
Real-World Examples
Monthly P&L Update
Finance team uploads monthly accounting export on the 5th of each month. Workflow replaces previous month's actuals with new data, updating all variance analysis and management reports.
Input Variables:
- • Accounting system CSV export
- • Month name (e.g., "March 2024")
Static Parameters:
- • Account categorization rules
- • Budget comparison formulas
- • Executive summary format
Replaces: Previous month's actuals in P&L model
Inventory Dashboard Refresh
Operations uploads weekly inventory CSV snapshot. Workflow replaces current inventory levels, reorder points, and supplier information with latest data.
Input Variables:
- • Inventory system CSV export
- • Snapshot date
Static Parameters:
- • Stock level thresholds
- • Reorder calculation formulas
- • Alert triggers
Replaces: All inventory quantities and status
Client Deliverable Update
When client provides updated data file, upload via workflow to refresh their custom analysis dashboard while maintaining brand formatting and calculations.
Input Variables:
- • Client data file (Excel/CSV)
- • Update notes/comments
Static Parameters:
- • Client brand style
- • Analysis formulas
- • Chart configurations
Replaces: Source data while maintaining all custom analysis
Key Features
- Update existing workbook without creating duplicates
- Structure and formulas preserved automatically
- Charts and visualizations update with new data
- Manual trigger when new data is available
- Consistent model maintained across updates
- Session history tracks all update runs
Comparison: Replace vs. Add
Replace Data (This Method)
- • Overwrites existing data
- • Model stays same size
- • Shows current period only
- • No accumulation
- • Perfect for period-based reports
Add Data (Alternative)
- • Appends new data
- • Model grows over time
- • Builds historical records
- • Cumulative tracking
- • Perfect for transaction logs
Best Practices
- Clearly document which data gets replaced vs. preserved
- Use named ranges for easier data mapping
- Test with sample files before using with real data
- Include data validation to catch format mismatches
- Keep static parameters updated as needs change
- Provide clear instructions on file format requirements
Explore Other Workflow Types
Create New Excel
Generate new workbooks for each workflow run
Update - Add Data
Append new data to build cumulative records