When do I use the Refresh or Append functionality?

Learn how to use the Refresh functionality including the Refresh Current Sheet, Refresh Current Sheet (Quick), Refresh All Sheets and Automatic Refresh.

When download a data table or a report, the data is fed live from the accounting tool. if you delete or change something in the accounting tool and you wish to reset the data in your DataDear report, you may refresh the data using one of the following options:

Refresh Current Sheet

  1. Open Ms Excel, click on the DataDear tab and login using your email and password.

  2. Select the sheet you wish to refresh.

  3. Choose the organisation (if you have more than one connected organisation) from the first drop-down and ensure that the selected organisation is the one with which you wish to reset / refresh the data in your sheet.
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  4. Click on the Refresh icon and choose the Current Sheet option from the menu.
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  5. The parameters window of the data table / report will open with the previously downloaded settings - you may change the parameters / filters before the data on the selected sheet will be refreshed.

  6. Choose between Append to add the data to the bottom of the existing rows or Refresh to replace the existing rows.

:information_source: The Append functionality is useful when downloading data on a regular basis - example, a list of Invoices on a monthly basis. Instead of Downloading the full list every time, you can choose Last Month as a date range and choose Append. This functionality does not check if a record is already present in the Excel.

Refresh Current Sheet (Quick)

  1. Click on the Refresh icon and choose the Current Sheet (Quick) option from the menu.

  2. The only difference from the previous option ( Current Sheet ) is that you will not be prompted with the parameters window and the data table / report will refresh with the previously selected settings. This is a quicker option if no data changes are required.
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Refresh All Sheets

This feature can be used to update several sheets even across different organisations.

  1. Click on the Refresh icon and choose the All Sheets option from the menu (this is only available when there are multiple sheets that can be refreshed).
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  2. This will open a window from where you can control what and how it is refreshed. Selected sheets (under Select) will be refreshed based on the Account Connection which can be changed per sheet. You may also refresh all Sheets by using the All Sheets update.

This feature is particularly useful when using the same report across different organisations, for example accountants can extract Trial Balances from different organisations for eventual consolidation reporting.

  1. You may tick the Skip parameters verification to avoid having the parameters / filter window reopening. Otherwise, the parameters window will open for each sheet.

:information_source: This action may take some time to complete - depending on the number of sheets and their respective volumes that need to be refreshed.

Automatic Refresh

This feature can be used to update one or several sheets automatically even across different organisations immediately when opening the workbook (or after you login to DataDear).

  1. Click on the Refresh icon and choose the Automatic Refresh option from the menu (this is only available when there are multiple sheets that can be refreshed).
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  2. This will open a window from where you can control which sheets are to be refreshed automatically. Selected sheets (under Select) will be refreshed based on the Organisation which can be changed per sheet. You may also refresh all Sheets by using the Select tick box.

  3. These sheets will update automatically on opening the workbook (assuming DataDear is already logged) or as soon you login to DataDear.

  4. You can also choose to enable or disable the Automatic Refresh from the parameters window when you use the Refresh option - click the small icon to toggle between enable / disable next to the preset section.
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:information_source: This action may take some time to complete - depending on the number of sheets and their respective volumes that need to be refreshed.

Important Refresh Notes

  • Any deleted columns will not be lost unless you choose All Columns button in the parameters window.
  • Your formulas or workings outside of download area (rows & columns filled with data) will not be lost. It is recommended to place these formulas / workings on the first available column to the right hand side of the downloaded table.
  • Additional rows under the table may be overwritten if the size of the table increases.
  • The refresh will only work with DataDear data tables / reports - if these are then populating other reports, ensure that the data has been updated in the custom reports.