cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
apayze
New Member

Looking to Refresh an Excel workbook in a SharePoint Online DocLib

Hi,

 

I have a wish to refresh the Excel Data connection, without having to have the user open the Excel File everytime.  I have created a SharePoint page to display the content, but Excel does not refresh the data unless the file is open.  I was wondering if a Flow could be built to refresh the Excel workbook data connection

 

Regards

Andrew Payze

35 REPLIES 35
v-monli-msft
Community Support
Community Support

Hi Andrew,

 

May I know how do you want to update the data in the excel file? In flow, if you want to update a file stored on SharePoint online library, you need to use the action "SharePoint - Update File".

Capture.PNG

 

Regards,

Mona

Community Support Team _ Mona Li
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

I actually have this same question. I have Power Queries that refresh the file when it is opened. I'd like to open the file, let the file run through the refresh of those queries, save it and close it.  Is that possible?

Dodge
Advocate I
Advocate I

Hello?  Anybody in Microsoft Flow reading these things?  An answer of some sort would be helpful here and not having to wait months or years to get a negative or positive response from the team would be really appreciated.  C'mon guys!

Anonymous
Not applicable

Hi there

 

I am trying to do this as wel, but want it to update an excel doc on the same sharepoint.

 

I have set up the flow and it runs, but when I go to open the excel document it says the file is corrupted?

 

Any ideas why this may be?

 

Thanks

rebeccas
Community Champion
Community Champion

You can do this but doing 'Get file content' and then 'Update file' with either SharePoint or OneDrive and it will open and refresh the file.

@rebeccas : could you please elaborate on how you use these two actions?

I tried the following, but it does not refresh my query unfortunately, only modifies the time stamp of the file.

RefreshExcel.png

rebeccas
Community Champion
Community Champion

@J_K_ 

 

I have two similar but different Flows I run for this..I'm not sure your exact need.

 

One is an excel spread sheet that is pulling data from sql. It is looking for only items that have been added to a sql table in the last day and list them here. it has selected in the Excel connection settings both "Refresh data when opening the file" and "Refresh this connection on Refresh All". For the flow I have 'Get file content' and then 'List rows present in a table'...and then it does a condition and  'Create an item'...because it is adding new items that are not already on my SPList.

 

The other is an excel spread sheet that has a few tied fields (LookUps) so it has the same connection settings in excel but the flow is different.  The flow just has my trigger and 'Get file content' and then 'Update file'. We have a few things that pull information from this spread sheet (PowerApp & PowerBi) and so we need it to refresh at least once a day. This one I don't need my Flow to pull out any data, just refresh the data and that is what it does.

 

Hope this helps.

Hi @rebeccas 

thank you for your reply.

I think what I am trying to do is your second example. I have a data query in the Excel file to a txt file which is an extract from a database that gets updated daily.

The Excel table that gets created from the query is pulled from a flow that populates a SharePoint list which we use as data source in PowerApps. (Using the Excel table directly in PowerApps crashed the refresh of the data query)

Could you maybe provide a screenshot of your second example? I need the flow to refresh the data query but can't get it to work.

rebeccas
Community Champion
Community Champion

@J_K_ 

 

Yeah, it is pretty simple one. I have a few things tied to this excel sheet so I have it set to refresh each morning. I went ahead and ran it to show you it updates the last modified after the Flow runs. It also updates the data on everything that is pulling from this. 

 

Here is the before and after of the modified (I ran it a few minutes apart) showing you it is "modifying" it which is really just refreshing the data. 

 

After.JPGBefore.JPG

 

And then here is the Flow:

 

FlowDetails.JPGFlowRan.JPG

 

Let me know if you have any other questions on this that I can possibly help with.

 

 

Thanks for that info Rebeccas.  That's the kind of response I would hope to see from Microsoft regarding the usage of one of their threshold products.  Glad someone was able to respond properly after 2 and 1/2 years.

Hi @rebeccas sorry to bother you again.

As I see it, I have created exactly the same flow.

Get file content,

update file for the same file using the dynamic content "file content" from the previous step.

 

Also, as you pointed out in your initial response, I have adjusted the Excel connection settings accordingly:

ExcelConnectionSettings.png

 

Do you have any further ideas what could make the difference?

rebeccas
Community Champion
Community Champion

@J_K_ 

 

Not off hand. Is it just not updating it or are you getting an actuall error for your Flow?

@rebeccas The flow completes successfully and the time stamp of the Excel file is indeed modified. But when I pull the data from the Excel table that gets created from the data query, it doesn't show the new entries.

rebeccas
Community Champion
Community Champion

@J_K_ 

 

What do you have that is looking at that data? I am thinking that may be the issue.

 

I have three different things that look at my excel sheet. A PowerApp (which is refreshing the data), a PowerBi (which is refreshing the data) and another Excel spread sheet with LookUps that is looking at this one (which basically looks up the values when you open it so it is refreshing the data in a sense). 

@rebeccas I'm looking at the data with another Excel file. But I created this merely to check if the refresh has been completed successfully. I don't know how this could prevent the refresh from happening.

the actual data flow is like this:

1. txt file (extract from database is provisioned daily)

2. Excel file with data query to the txt file resulting in an Excel table

3. A flow to refresh the data query and then pull the data and update/create items in a SharePoint list.

 

I don't really understand how PowerApps and Power BI refresh the Excel. I found that the refresh in the Excel file was actually prevented when the Excel file is used by PowerApps as data source.

rebeccas
Community Champion
Community Champion

@J_K_ 

 

You can't Refresh() in the app for excel..I mean it Refreshes when you open the app. 

 

Mine the data is only refreshed once a day by my Flow and that particular information will not change throughout the day. I am referring to it as a look up field in my App.

 

If you are doing any of this with a PowerApp and you want current accurate data that changes often I would suggest a SharePoint list Excel is not good for that. Excel and PowerApps are not friends!

 

Mine works fine for what I need but I do consider it to be a temporary fix and will move that data into a sharepoint list as soon as I can finish getting everyone on-board.

 

Only other thing I can think of is maybe other settings in Excel that I didn't think of that were already set on mine. For example...if it were one where you have click "enable content" everytime then the flow most likely won't account for that. You can change some Excel settings to avoid that...I think in the Trust Center.

 

I'm out of practice on Excel these days...I very rarely use it anymore. 

@rebeccas Okay, thanks for your answer. So do I understand you correctly? You always open the Excel file manually once a day?

This is what I wanted to avoid and let Flow do instead.

 

I also try to avoid Excel but in this case, since we don't have direct access to the database but only the txt file extract, I am using Excel as a workaround to get the data into SharePoint. I am NOT using Excel with PowerApps directly.

Try unchecking the enable background refresh.

Helpful resources

Announcements

Celebrating the May Super User of the Month: Laurens Martens

  @LaurensM  is an exceptional contributor to the Power Platform Community. Super Users like Laurens inspire others through their example, encouragement, and active participation. We are excited to celebrated Laurens as our Super User of the Month for May 2024.   Consistent Engagement:  He consistently engages with the community by answering forum questions, sharing insights, and providing solutions. Laurens dedication helps other users find answers and overcome challenges.   Community Expertise: As a Super User, Laurens plays a crucial role in maintaining a knowledge sharing environment. Always ensuring a positive experience for everyone.   Leadership: He shares valuable insights on community growth, engagement, and future trends. Their contributions help shape the Power Platform Community.   Congratulations, Laurens Martens, for your outstanding work! Keep inspiring others and making a difference in the community!   Keep up the fantastic work!        

Check out the Copilot Studio Cookbook today!

We are excited to announce our new Copilot Cookbook Gallery in the Copilot Studio Community. We can't wait for you to share your expertise and your experience!    Join us for an amazing opportunity where you'll be one of the first to contribute to the Copilot Cookbook—your ultimate guide to mastering Microsoft Copilot. Whether you're seeking inspiration or grappling with a challenge while crafting apps, you probably already know that Copilot Cookbook is your reliable assistant, offering a wealth of tips and tricks at your fingertips--and we want you to add your expertise. What can you "cook" up?   Click this link to get started: https://aka.ms/CS_Copilot_Cookbook_Gallery   Don't miss out on this exclusive opportunity to be one of the first in the Community to share your app creation journey with Copilot. We'll be announcing a Cookbook Challenge very soon and want to make sure you one of the first "cooks" in the kitchen.   Don't miss your moment--start submitting in the Copilot Cookbook Gallery today!     Thank you,  Engagement Team

Announcing Power Apps Copilot Cookbook Gallery

We are excited to share that the all-new Copilot Cookbook Gallery for Power Apps is now available in the Power Apps Community, full of tips and tricks on how to best use Microsoft Copilot as you develop and create in Power Apps. The new Copilot Cookbook is your go-to resource when you need inspiration--or when you're stuck--and aren't sure how to best partner with Copilot while creating apps.   Whether you're looking for the best prompts or just want to know about responsible AI use, visit Copilot Cookbook for regular updates you can rely on--while also serving up some of your greatest tips and tricks for the Community. Check Out the new Copilot Cookbook for Power Apps today: Copilot Cookbook - Power Platform Community.  We can't wait to see what you "cook" up!    

Welcome to the Power Automate Community

You are now a part of a fast-growing vibrant group of peers and industry experts who are here to network, share knowledge, and even have a little fun.   Now that you are a member, you can enjoy the following resources:   Welcome to the Community   News & Announcements: The is your place to get all the latest news around community events and announcements. This is where we share with the community what is going on and how to participate.  Be sure to subscribe to this board and not miss an announcement.   Get Help with Power Automate Forums: If you're looking for support with any part of Power Automate, our forums are the place to go. From General Power Automate forums to Using Connectors, Building Flows and Using Flows.  You will find thousands of technical professionals, and Super Users with years of experience who are ready and eager to answer your questions. You now have the ability to post, reply and give "kudos" on the Power Automate community forums. Make sure you conduct a quick search before creating a new post because your question may have already been asked and answered. Galleries: The galleries are full of content and can assist you with information on creating a flow in our Webinars and Video Gallery, and the ability to share the flows you have created in the Power Automate Cookbook.  Stay connected with the Community Connections & How-To Videos from the Microsoft Community Team. Check out the awesome content being shared there today.   Power Automate Community Blog: Over the years, more than 700 Power Automate Community Blog articles have been written and published by our thriving community. Our community members have learned some excellent tips and have keen insights on the future of process automation. In the Power Automate Community Blog, you can read the latest Power Automate-related posts from our community blog authors around the world. Let us know if you'd like to become an author and contribute your own writing — everything Power Automate-related is welcome.   Community Support: Check out and learn more about Using the Community for tips & tricks. Let us know in the Community Feedback  board if you have any questions or comments about your community experience. Again, we are so excited to welcome you to the Microsoft Power Automate community family. Whether you are brand new to the world of process automation or you are a seasoned Power Automate veteran - our goal is to shape the community to be your 'go to' for support, networking, education, inspiration and encouragement as we enjoy this adventure together.     Power Automate Community Team

Hear what's next for the Power Up Program

Hear from Principal Program Manager, Dimpi Gandhi, to discover the latest enhancements to the Microsoft #PowerUpProgram, including a new accelerated video-based curriculum crafted with the expertise of Microsoft MVPs, Rory Neary and Charlie Phipps-Bennett. If you’d like to hear what’s coming next, click the link below to sign up today! https://aka.ms/PowerUp  

Tuesday Tip | How to Report Spam in Our Community

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   As our community family expands each week, we revisit our essential tools, tips, and tricks to ensure you’re well-versed in the community’s pulse. Keep an eye on the News & Announcements for your weekly Tuesday Tips—you never know what you may learn!   Today's Tip: How to Report Spam in Our Community We strive to maintain a professional and helpful community, and part of that effort involves keeping our platform free of spam. If you encounter a post that you believe is spam, please follow these steps to report it: Locate the Post: Find the post in question within the community.Kebab Menu: Click on the "Kebab" menu | 3 Dots, on the top right of the post.Report Inappropriate Content: Select "Report Inappropriate Content" from the menu.Submit Report: Fill out any necessary details on the form and submit your report.   Our community team will review the report and take appropriate action to ensure our community remains a valuable resource for everyone.   Thank you for helping us keep the community clean and useful!

Users online (3,501)