How to get the file content of a Excel file that is modified with a new row or created a new row.

[ahmadbutt]

I don't know how to get the new/updated Excel file in SharePoint. (The SharePoint 'create file' is in a Microsoft Teams location)

In 'file Content' I only see the things that are in the condition (so the attributes of 'Add a row into a table' and 'Update a row'). Do some one know how to fill the 'file Content' of the new files if they are created or modified? I just want to copy the new Excel file in a new SharePoint location (Teams). 

[Jay-Encodian]

Hi @ahmadbutt 

When creating a new file use the SharePoint 'Create File' action.

If you're updating a file you should use the SharePoint 'Update file' action... though the 'Create file' action will overwrite if you have used the same filename.

If you need to do something with a file, send as an attachment, copy to a new location, convert to PDF, you need to use the SharePoint 'Get file content' action, and optionally use the 'Get file metadata' to obtain the filename etc.

The SharePoint 'Get file content' action retrieves the file which is contained within the 'File Contents' property... the file encoded as a Base 64 string.

Example below which shows how to obtain the file:

In your example, after the Excel actions have made changes to the target file, you need to use the SharePoint 'Get File Content' action to get the file.

HTH

Jay

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[ahmadbutt]

@Jay-Encodian I tried it with 'get file content' but I get a error. Error: file not found. As the file identifier I tried the ID of the SharePoint list and also of the Excel file. I just get the same error.

[Jay-Encodian]

Hey @ahmadbutt 

If your getting a 404 error, its because the action is not configured with the correct information.

I think after you've updated the Excel you trying to copy to another location in SharePoint? In which case you simply need to point the 'Get file content' action at the same fail the excel actions are pointed at

HTH

Jay

[ahmadbutt]

Hey @Jay-Encodian.

That did not work for me. Is there something else than 'get file content? I need to save the updated Excel file in another location in SharePoint. 

I used create file only and that works. I only can see the updated rows if selected, but not all the other rows if selected. The updated rows are correct but not the rows that already exist. Is there something I can do with that? The updated rows I get but not all the other rows in the file.

[Jay-Encodian]

Hey,
If you just need to copy a file use the SharePoint ‘Copy File’ action.
But... using the ‘Get File Content’ and then ‘Create File’ or ‘Update File’ would also work, if they aren’t working it because your passing bad configuration data... in which case it’s likely the ‘Copy File’ action won’t work either.
Try the copy action and it it doesn’t work please post some screen shots of the configuration of the actions.
Cheers J

[ahmadbutt]

@Jay-Encodian I think the error is from the 'File identifier' because I don't know what that is for the updated file. I tried it also with the Excel ID. The error 404, I get this from the 'get file content'

I did this:

[Jay-Encodian]

Hey @ahmadbutt 

Yes, the 'Id' property and 'Identifier' property hold different values for identifying a document... the 'Id' is an int and not the path to the file.

If you can't see the 'Identifier' value use the 'Get File Properties' action to get it:

HTH

Jay

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[ahmadbutt]

Above is your Flow, below mine.  

@Jay-Encodian Id is the same as 'Identifier', but that doesn't work. If I use the Id of when a item is created, that works but it copy nothing...

Yellow marked is the same, but its Dutch language. 

[Jay-Encodian]

Hey @ahmadbutt 

Why are you manually hard setting the ID to 1? this would only ever point to the first file which was added to the SharePoint library... and if that is deleted you'll get a 404.

Jay

[ahmadbutt]

@Jay-Encodian If I use the Id of when a item is created, that works but it copy nothing... I just tried 1 to get output, but I got the 404 error. I only can select the Id of when a item is created. If I do, in the SharePoint/Teams location nothings happens. It only makes a .txt file.  
 

[Jay-Encodian]

@ahmadbutt 

The reason it's creating a txt file is because your setting the filename property of the 'Create File' action as 'test.txt... would you not pass the SharePoint 'Filename with extension' property?

HTH

Jay

[ahmadbutt]

@Jay-Encodian If I do 'Filename with extension' in File name than I also don't get data from the updated Excel file. The File name is not important, I need to create a file that got the updated data from the Excel file. And if I don't but .txt after the file name than I can't open it...

[Jay-Encodian]

@ahmadbutt 

That doesn't really make sense 🙂

The 'Get File Content' action retrieves the file as a Base64 encoded string... held in the 'File Contents' property.

The 'File name with extension is provided by 'Get File Properties' or similar and is not connected in anyway to the 'Get File Content' action... they are totally independent calls to SharePoint getting different data. You associate logically by making sure the actions point at the same file...

By creating a txt file you are writing the Base64 string straight into a text file... but given your TXT file is empty the 'Get File Content' action is not working... otherwise you'd have a big encoded string in the TXT file.

This should be a simple Flow... the Excel actions and the SharePoint actions which get file properties and file content should all be pointing at the same file?

As per previous posts; you should really use the SharePoint action related to what you're doing... i.e. if you are creating a new file use 'Create File', if you;re updating then 'Update File' and if you're copying a file to new location use 'Copy File'....

If you're Excel actions are working then they are correctly pointed to a file... you surely just need to point the SharePoint actions at the same file?

HTH

Jay

[ahmadbutt]

Ah... I had to use the action copy file as you said before... I run the Flow the first time and it copy the file correct. But the second time it didn't replace it direct as the first time. Do I need to wait for the change longer than the first time? I waited 10 minutes and it didn't replaced the file.. Do I need to use the get file content still? I got this now:

[Jay-Encodian]

@ahmadbutt 

If the copy file is set to replace the file it should just work... did you check the timestamp in SharePoint to see the last time the file was modified? Have you checked the Flow run and examined the output of the 'Copy File' action?... when the action completes the file should have been updated.

HTH

Jay

[ahmadbutt]

@Jay-Encodian Everything runs good but the file didn't replace with the new/modified file..

The Excel file gets updated but the copy action, replace file didn't do anything.. 39 minutes ago the file was modified, but I just run the Flow now and 10 minutes ago also...

[Jay-Encodian]

@ahmadbutt 

If I've understood your Flow then your:

1. Updating an Excel File

2. Copying the updated Excel file to a new location

So, if the file is not being updating in the destination location... can you confirm that the source file has been changed and that the copy file action is pointing to the source and destination files? Can you also share the output of the Copy file action from the run history...

Thanks J

[ahmadbutt]

@Jay-Encodian Yes, you understand my Flow correct.

The source file has been changed and the copy file action is pointing to the source and destination files. Yes.

I run the Flow today and it changed the first time direct and the Excel file was copied correct. The second time it didn't change again, same as yesterday... I tried it more than 4 times now..

- I don't get a error when I run the Flow. 

- the Excel file is updated when a row is created/modified. 

- It doesn't change when I use the copy file action. 

- After I run it 8 times or so it changed but it didn't take the last row when I added it...

[Jay-Encodian · Accepted solution]

Can you export your Flow to a zip package and send to support@encodian.com please? we'll take a quick look...

Thanks J