cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Anonymous
Not applicable

Sharepoint list auto export to excel

Would anyone have a flow suggestion that will, in Powerapps, when a button is pressed, that the data from my SharePoint list could be exported to an excel workbook and then send the excel file as an attachment in Outlook? 

1 ACCEPTED SOLUTION

Accepted Solutions
v-bacao-msft
Community Support
Community Support

Hi @Anonymous,

 

I have made a test on my side and the flow works well. Please take a try with the following workaround:

  1. Use Get items to get all the items, then configure the insert row, and insert the contents of the corresponding field of the list item into the corresponding Excel table.
  2. Configure Get file metadata/Get file content to get the file name and file content respectively.
  3. Configure the content obtained above in Attchments.

Image reference:

60.PNG61.PNG

Please take a try.

 

Best Regards,

Barry

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

View solution in original post

33 REPLIES 33
v-bacao-msft
Community Support
Community Support

Hi @Anonymous,

 

I have made a test on my side and the flow works well. Please take a try with the following workaround:

  1. Use Get items to get all the items, then configure the insert row, and insert the contents of the corresponding field of the list item into the corresponding Excel table.
  2. Configure Get file metadata/Get file content to get the file name and file content respectively.
  3. Configure the content obtained above in Attchments.

Image reference:

60.PNG61.PNG

Please take a try.

 

Best Regards,

Barry

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Anonymous
Not applicable

@v-bacao-msft Thank you for the tips! Do I need to have an excel workbook already created? 

Hi @Anonymous,

 

Yes, you need an Excel file that has already been created, which needs to contain an Excel table.

 

Best Regards,

Barry

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

Hi @Anonymous,

 

Have you tried the workaround I provided? I want to know if this will help you.

Or you need further assistance, please feel free let me know.

 

Best Regards,

Barry

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

I was attempting your solution but for some reason I do not have an action to insert row. I only have the following excel actions,

dkent_0-1619053765386.png

DO I have the wrong license?

 

DWTK

Anonymous
Not applicable

@dkent look for Excel Online (Business) - Add a row into a table

santee
Helper I
Helper I

I'm stuck on this part (see image):

I chose OneDrive Business for Location (I assumed it wanted a local location to store the excel!?)

I chose One Drive as Document Library (same logic as above)

Now comes the tricky part .. at File ... I assumed I would choose the (already created excel file, on my onedrive) excel file that will be used to deposit the list's items (but no... i have to choose some nonsense "files" that appear there)

For Table whatever i chose i got an error.

How do i go about just : get the items of the list and dump them into an Excel file stored locally!?

santee_0-1655389732845.png

 

Anonymous
Not applicable

@santee I suppose the file you want to write to already has a table in it. But of course you first need to find it
Do you have multiple libraries in your OneDrive (like me, I just made a test, as I normally use SharePoint)?

Beat_0-1655390128009.png

 

If you try each of them, you may find what you're looking for.
Another explanation is that you have too many files in the root directory of your OneDrive. 

I had this issue in a flow of mine (it still worked, but when wanted to change the file, I couldn't find it in that browse list). It seems there is a limitation of how many files it can retrieve. It turned out that there were more than 256 files in my folder. After deleting enough of them, I could find the file again. So I suggest you cleanup your OneDrive root folder by deleting files or moving them into a folder. Please let me know if this did the trick.

You are correct. I had 2 'OneDrive' choices (i assumed it's just a mistake). Choosing the second one, did the trick.

I did create an Excel file, I did create a table (keeping default naming Table1). I even put my headers inside the table.

Next issue ... the flow doesn't pull all data and for some columns instead of values (text, numbers, etc) .. i get some stuff with {} and @

How to fix this? I get these instead of the actual value ... it happens for more columns

 

{"@odata.type":"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedReference","Id":8,"Value":" Healthcare"}

raeya
Frequent Visitor

Hi santee, 

You will need to use the column value in the dynamic content, let's say your column is called Weather, you need to select the dynamic content Weather value rather than Weather. 

santee
Helper I
Helper I

How do I do that?

raeya
Frequent Visitor

Like this:

raeya_0-1655965006941.png

 

Anonymous
Not applicable

@santee in the 'add a row into a table' step, when you insert dynamic content, if your 'Weather' column is a choice field, then you will see 3 items in the dynamic content: Weather, Weather ID and Weather Value. Use the Weather Value.

santee
Helper I
Helper I

Sorry for being thick... where do i put the select? (between get items and add a row...or?)

santee_0-1655965932900.png

 

I see what you mean by value, I chose it and it fixes all (but one) columns that were giving me {}. I did not use the sort part yet, it seems to work with the above flow + dynamic values for columns giving me the {}

 

My 2nd issue is for that 1 column: When i go to choose the dynamic Value for that column ... my flow ...changes (by itslef), from the picture above to the picture below 

santee_1-1655970213558.png

 

Any ideas here?

We are getting close to have this fixed completely. Thank you

Anonymous
Not applicable

@santee you don't necessarily need a Select action, I think @raeya just used it as an example how to select the 'Value' item in dynamic content.
The flow wraps items into an Apply to Each loop when the input is more than one item (e.g. an array or a list).

What column type is it that gives you this issue? A multi-selection choice field perhaps?

If yes, it will write one row into the table for each of the selected entries in that multi choice field.

Yes it is a multiple-selection choice fields (email, name, some other stuff for different persons). 

If i select just the name of the item, I get: [{"@odata.type":"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedUser","Claims":"i:0#.f|membership|gexxxx@mycompany.com","DisplayName":"Person name","Email":"person_mail@mycompany.com","Picture":"https://mycompany.sharepoint.com/sites/sa/Resources/_layouts/15/UserPhoto.aspx?Size=L&AccountName=na...","Department":"XXXX Governance","JobTitle":"Doingsomething, XXX Governance"}].

So I'd say it's a list.

If i select DisplayName (because this is what i'm interested in)  it changes the flow (and I am not sure if this is ok)

Any other solution?

Anonymous
Not applicable

@santee if this is all you get, there was only one person selected in the list. Since it's an array (with one element), PowerApps prepares for more than one to come and wraps them into a for each loop. You can avoid this by wrapping the array (the outputs from the previous step) into a first() function as the input for 'Add a row  into a table'. Now it won't add another fore each, but will write just one row, for the first person of the (multiple) selection.
To collect the additional names, you could use a string variable and within a for each loop append the names to that variable.

santee
Helper I
Helper I

Is it possible to show me how that flow might look like. I got the first() part, just not sure how the syntax or location would look like.

Another issue: Do you happen to know how i could make the flow convert this: 2020-12-09T16:14:23Z  into this: 2020-12-09 16:14:23.000

Helpful resources

Announcements

Power Platform Connections - Episode 7 | March 30, 2023

Episode Seven of Power Platform Connections sees David Warner and Hugo Bernier talk to Dian Taylor, alongside the latest news, product reviews, and community blogs.     Use the hashtag #PowerPlatformConnects on social media for a chance to have your work featured on the show.  

Announcing | Super Users - 2023 Season 1

Super Users – 2023 Season 1    We are excited to kick off the Power Users Super User Program for 2023 - Season 1.  The Power Platform Super Users have done an amazing job in keeping the Power Platform communities helpful, accurate and responsive. We would like to send these amazing folks a big THANK YOU for their efforts.      Super User Season 1 | Contributions July 1, 2022 – December 31, 2022  Super User Season 2 | Contributions January 1, 2023 – June 30, 2023    Curious what a Super User is? Super Users are especially active community members who are eager to help others with their community questions. There are 2 Super User seasons in a year, and we monitor the community for new potential Super Users at the end of each season. Super Users are recognized in the community with both a rank name and icon next to their username, and a seasonal badge on their profile.  Power Apps  Power Automate  Power Virtual Agents  Power Pages  Pstork1*  Pstork1*  Pstork1*  OliverRodrigues  BCBuizer  Expiscornovus*  Expiscornovus*  ragavanrajan  AhmedSalih  grantjenkins  renatoromao    Mira_Ghaly*  Mira_Ghaly*      Sundeep_Malik*  Sundeep_Malik*      SudeepGhatakNZ*  SudeepGhatakNZ*      StretchFredrik*  StretchFredrik*      365-Assist*  365-Assist*      cha_cha  ekarim2020      timl  Hardesh15      iAm_ManCat  annajhaveri      SebS  Rhiassuring      LaurensM  abm      TheRobRush  Ankesh_49      WiZey  lbendlin      Nogueira1306  Kaif_Siddique      victorcp  RobElliott      dpoggemann  srduval      SBax  CFernandes      Roverandom  schwibach      Akser  CraigStewart      PowerRanger  MichaelAnnis      subsguts  David_MA      EricRegnier  edgonzales      zmansuri  GeorgiosG      ChrisPiasecki  ryule      AmDev  fchopo      phipps0218  tom_riha      theapurva  takolota     Akash17  momlo     BCLS776  Shuvam-rpa     rampprakash  ScottShearer     Rusk  ChristianAbata     cchannon  Koen5     a33ik  Heartholme     AaronKnox  okeks      Matren   David_MA     Alex_10        Jeff_Thorpe        poweractivate        Ramole        DianaBirkelbach        DavidZoon        AJ_Z        PriyankaGeethik        BrianS        StalinPonnusamy        HamidBee        CNT        Anonymous_Hippo        Anchov        KeithAtherton        alaabitar        Tolu_Victor        KRider        sperry1625        IPC_ahaas      zuurg    rubin_boer   cwebb365   Dorrinda   G1124   Gabibalaban   Manan-Malhotra   jcfDaniel   WarrenBelz   Waegemma   drrickryp   GuidoPreite    If an * is at the end of a user's name this means they are a Multi Super User, in more than one community. Please note this is not the final list, as we are pending a few acceptances.  Once they are received the list will be updated. 

Register now for the Business Applications Launch Event | Tuesday, April 4, 2023

Join us for an in-depth look into the latest updates across Microsoft Dynamics 365 and Microsoft Power Platform that are helping businesses overcome their biggest challenges today.   Find out about new features, capabilities, and best practices for connecting data to deliver exceptional customer experiences, collaborating, and creating using AI-powered capabilities, driving productivity with automation—and building towards future growth with today’s leading technology.   Microsoft leaders and experts will guide you through the full 2023 release wave 1 and how these advancements will help you: Expand visibility, reduce time, and enhance creativity in your departments and teams with unified, AI-powered capabilities.Empower your employees to focus on revenue-generating tasks while automating repetitive tasks.Connect people, data, and processes across your organization with modern collaboration tools.Innovate without limits using the latest in low-code development, including new GPT-powered capabilities.    Click Here to Register Today!    

Check out the new Power Platform Communities Front Door Experience!

We are excited to share the ‘Power Platform Communities Front Door’ experience with you!   Front Door brings together content from all the Power Platform communities into a single place for our community members, customers and low-code, no-code enthusiasts to learn, share and engage with peers, advocates, community program managers and our product team members. There are a host of features and new capabilities now available on Power Platform Communities Front Door to make content more discoverable for all power product community users which includes ForumsUser GroupsEventsCommunity highlightsCommunity by numbersLinks to all communities Users can see top discussions from across all the Power Platform communities and easily navigate to the latest or trending posts for further interaction. Additionally, they can filter to individual products as well.   Users can filter and browse the user group events from all power platform products with feature parity to existing community user group experience and added filtering capabilities.     Users can now explore user groups on the Power Platform Front Door landing page with capability to view all products in Power Platform.      Explore Power Platform Communities Front Door today. Visit Power Platform Community Front door to easily navigate to the different product communities, view a roll up of user groups, events and forums.

Microsoft Power Platform Conference | Registration Open | Oct. 3-5 2023

We are so excited to see you for the Microsoft Power Platform Conference in Las Vegas October 3-5 2023! But first, let's take a look back at some fun moments and the best community in tech from MPPC 2022 in Orlando, Florida.   Featuring guest speakers such as Charles Lamanna, Heather Cook, Julie Strauss, Nirav Shah, Ryan Cunningham, Sangya Singh, Stephen Siciliano, Hugo Bernier and many more.   Register today: https://www.powerplatformconf.com/   

Users online (5,303)