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Ahmedmuz
Resolver I
Resolver I

How to prepare the Pivot table in Power automate desktop flow?

Hi Everyone,

 

How to prepare the Pivot table, Add filter, columns, rows, value & also copy paste the pivot table into the new sheet  in Power automate desktop flow please help ?

4 ACCEPTED SOLUTIONS

Accepted Solutions
Agnius
Super User
Super User

Power Automate Desktop does not have any native actions for building or modifying Pivot tables in Excel. What you can do, however, is use the Run VBscript action to call a VBscript that creates/modifies your Pivot table.

 

See this page for reference. This is part of the WinAutomation (predecessor of Power Automate Desktop) documentation, but the Run VBscript action works the same way and the script itself is valid.

https://learn.microsoft.com/en-us/previous-versions/troubleshoot/winautomation/process-development-t...

 

It has a pretty detailed explanation, and also provides references for more details. 

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If you like my response, please give it a Thumbs Up.

If you are interested in Power Automate, you might want to follow me on LinkedIn at https://www.linkedin.com/in/agnius-bartninkas/

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If I have answered your question, please mark it as the preferred solution. If you like my response, please give it a Thumbs Up.
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View solution in original post

1. Use Get files in folder to get the files, then use For each on the files and pass the file path of the current item to the script. Move the Set variable actions, as well as the Excel actions and the Run VBScript action inside the loop.

 

2. Simply use the Launch Excel action again to run it again and do whatever you need to do with it.

-------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution. If you like my response, please give it a Thumbs Up.

I also provide paid consultancy and development services using Power Automate. If you're interested, DM me and we can discuss it.

-------------------------------------------------------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution. If you like my response, please give it a Thumbs Up.
Regards, Agnius Bartninkas

View solution in original post

I've just tested and to my minor surprise, the Workbooks.Open() method actually works when the workbook is already open in Excel.

 

So, you can use this script in the same flow and it will actually work with a file that is already open. No need to change any variables from my suggestion above. The only thing I changed is the first line, that gets an existing Excel object instead of creating a new one.

 

Set objExcel = GetObject(,"Excel.Application")

'Open the workbook
Set objWorkbook = objExcel.Workbooks.Open("%FilePath%")

'Add the Sheet name
Set objData = objWorkbook.Sheets("%SheetName%")
Set objSheet = objWorkbook.Sheets.Add(,objData)

'Edit the Name of the sheet (Do not use spaces)
objSheet.Name="%SheetNameForPivotTable%"

'Add the Source data reference
Const SrcData = "%SheetName%!R1C1:R%FirstFreeRow - 1%C%FirstFreeColumn - 1%"
Const xlDatabase = 1
Const Version = 5
'Add the Destination
Const Destination = "%SheetNameForPivotTable%!R3C1"
'Add the Pivot table name
Const TableName = "PivotTable1"

Set pvtcache = objWorkbook.PivotCaches.Create(xlDatabase,SrcData,Version)
Set pvtTable = pvtcache.CreatePivotTable(Destination,TableName)

Const xlRowField = 1
'Add the field's name for Row Field
pvtTable.pivotFields("%RowFieldName%").orientation = xlRowField

Const xlColumnField = 2
'Add the field's name for Column Field
pvtTable.pivotFields("%ColumnFieldName%").orientation = xlColumnField

Const xlFilterField = 3
'Add the field's name for Filter
pvtTable.pivotFields("%FilterFieldName%").orientation = xlFilterField

'Add the field's name and Alias for Sum Field
Const xlSum = %AggregationMethod%
pvtTable.AddDataField pvtTable.PivotFields("%AggregationFieldName%"), "%AggregationDisplayName%", xlSum

'Save changes and close Excel
objWorkbook.Save
objWorkbook.Close
objExcel.Quit

 

-------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution. If you like my response, please give it a Thumbs Up.

I also provide paid consultancy and development services using Power Automate. If you're interested, DM me and we can discuss it.

-------------------------------------------------------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution. If you like my response, please give it a Thumbs Up.
Regards, Agnius Bartninkas

View solution in original post

@Agnius, Its working fine thanks a lot,,,

View solution in original post

18 REPLIES 18
Agnius
Super User
Super User

Power Automate Desktop does not have any native actions for building or modifying Pivot tables in Excel. What you can do, however, is use the Run VBscript action to call a VBscript that creates/modifies your Pivot table.

 

See this page for reference. This is part of the WinAutomation (predecessor of Power Automate Desktop) documentation, but the Run VBscript action works the same way and the script itself is valid.

https://learn.microsoft.com/en-us/previous-versions/troubleshoot/winautomation/process-development-t...

 

It has a pretty detailed explanation, and also provides references for more details. 

-------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution.
If you like my response, please give it a Thumbs Up.

If you are interested in Power Automate, you might want to follow me on LinkedIn at https://www.linkedin.com/in/agnius-bartninkas/

-------------------------------------------------------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution. If you like my response, please give it a Thumbs Up.
Regards, Agnius Bartninkas
Ahmedmuz
Resolver I
Resolver I

its looks very tricky and confusion here,,, 😞

The explanation is quite detailed, so I don't see why it is confusing.

There is no other way to do it, however, apart from, maybe, trying to do a script in PowerShell or Python, if you prefer those over VBscript. In any case, you will need scripting to create or modify an Excel Pivot table using Power Automate Desktop.

-------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution.
If you like my response, please give it a Thumbs Up.

If you are interested in Power Automate, you might want to follow me on LinkedIn at https://www.linkedin.com/in/agnius-bartninkas/

-------------------------------------------------------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution. If you like my response, please give it a Thumbs Up.
Regards, Agnius Bartninkas

Hi Agnius,

By using above VBScript can you show one example n snap shot it will help me how to edit in code or in variables please for pivot ?

 

Hi I tried but its not creatting the pivot table please help ,, Flow is running but its not creating pivot table where i am doing wrong please help  below are snap shots

 

Ahmedmuz_0-1693570400136.png

Ahmedmuz_1-1693570422102.png

 

Actually, I've just noticed that the script is a bit off. It initializes the object slightly incorrectly. Try this instead:

Set objExcel = GetObject(, "Excel.Application")

'Activate the workbook
Set objWorkbook = objExcel.Workbooks("%FileName%").Activate

'Add the Sheet name
Set objData = objWorkbook.Sheets("%SheetName%")
Set objSheet = objWorkbook.Sheets.Add(,objData)

'Edit the Name of the sheet (Do not use spaces)
objSheet.Name="%SheetNameForPivotTable%"

'Add the Source data reference
Const SrcData = "%SheetName%!R1C1:R%FirstFreeRow-1%C%FirstFreeColumn-1%"
Const xlDatabase = 1
Const Version = 5
'Add the Destination
Const Destination = "%SheetNameForPivotTable%!R3C1"
'Add the Pivot table name
Const TableName = "PivotTable1"

Set pvtcache = objWorkbook.PivotCaches.Create(xlDatabase,SrcData,Version)
Set pvtTable = pvtcache.CreatePivotTable(Destination,TableName)

Const xlRowField = 1
'Add the field's name for Row Field
pvtTable.pivotFields("%RowFieldName%").orientation = xlRowField

Const xlColumnField = 2
'Add the field's name for Column Field
pvtTable.pivotFields("%ColumnFieldName%").orientation = xlColumnField

Const xlFilterField = 3
'Add the field's name for Filter
pvtTable.pivotFields("%FilterFieldName%").orientation = xlFilterField

'Add the field's name and Alias for Sum Field
Const xlSum = %AggregationMethod%
pvtTable.AddDataField pvtTable.PivotFields("%AggregationFieldName%"), "%AggregationDisplayName%", xlSum

'Save changes
objWorkbook.Save

 

This will run correctly when you already have the worksheet open - it will attach to the worksheet, instead of trying to open it again.

 

Your flow is correct, except you no longer need the path to the file for the script, but you need the name of the file in %FileName% for the script to be able to attach to it.

-------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution. If you like my response, please give it a Thumbs Up.

I also provide paid consultancy and development services using Power Automate. If you're interested, DM me and we can discuss it.

-------------------------------------------------------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution. If you like my response, please give it a Thumbs Up.
Regards, Agnius Bartninkas

Hi Agnius,

As per your instructions, I have removed the path variable and created one with Filename. I have also copied and pasted the provided code. However, I am encountering an issue as the pivot table is not being created in Excel. I have attached a video of the Excel process for your reference. Please provide assistance in resolving this matter.

 

Please let me know do i need to do any changes in code as i need pivot to get selected from sheet1!$A$1:$AC$4.

Ahmedmuz
Resolver I
Resolver I

@Agnius Request you to please help on the above - i have attached a small video and also what went wrong please help asap it will be means a lot.

 

Best Regards 

Muzamil Ahmed

@Agnius 

but you need the name of the file in %FileName% for the script to be able to attach to it.

What i have to pass in the Filename Variable - Please help ??

Hi. I have finally found the time to look into the issue.

I've modified the script a bit. See this: 

Set objExcel = CreateObject("Excel.Application")

'Open the workbook
Set objWorkbook = objExcel.Workbooks.Open("%FilePath%")

'Add the Sheet name
Set objData = objWorkbook.Sheets("%SheetName%")
Set objSheet = objWorkbook.Sheets.Add(,objData)

'Edit the Name of the sheet (Do not use spaces)
objSheet.Name="%SheetNameForPivotTable%"

'Add the Source data reference
Const SrcData = "%SheetName%!R1C1:R%FirstFreeRow - 1%C%FirstFreeColumn - 1%"
Const xlDatabase = 1
Const Version = 5
'Add the Destination
Const Destination = "%SheetNameForPivotTable%!R3C1"
'Add the Pivot table name
Const TableName = "PivotTable1"

Set pvtcache = objWorkbook.PivotCaches.Create(xlDatabase,SrcData,Version)
Set pvtTable = pvtcache.CreatePivotTable(Destination,TableName)

Const xlRowField = 1
'Add the field's name for Row Field
pvtTable.pivotFields("%RowFieldName%").orientation = xlRowField

Const xlColumnField = 2
'Add the field's name for Column Field
pvtTable.pivotFields("%ColumnFieldName%").orientation = xlColumnField

Const xlFilterField = 3
'Add the field's name for Filter
pvtTable.pivotFields("%FilterFieldName%").orientation = xlFilterField

'Add the field's name and Alias for Sum Field
Const xlSum = %AggregationMethod%
pvtTable.AddDataField pvtTable.PivotFields("%AggregationFieldName%"), "%AggregationDisplayName%", xlSum

'Save changes and close Excel
objWorkbook.Save
objWorkbook.Close
objExcel.Quit

 

Note that this requires the Excel file to be closed when you run the script. But it also requires the first free row and column for the script to work. So, you will need to Launch Excel, then Get first free column/row from Excel worksheet, then Close Excel and then Run VBScript.

 

I've tested it with the following actions and it worked fine (a PivotTable was created):

Agnius_0-1694677362885.png

 

You can use this to copy and paste into PAD:

SET FilePath TO $'''C:\\RPA\\Test.xlsx'''
SET SheetName TO $'''Sheet1'''
SET SheetNameForPivotTable TO $'''Pivot'''
SET RowFieldName TO $'''Test'''
SET ColumnFieldName TO $'''SomeColumnName'''
SET FilterFieldName TO $'''Test'''
SET AggregationMethod TO -4157
SET AggregationFieldName TO $'''SomeOtherColumnName'''
SET AggregationDisplayName TO $'''Sum of Something'''
Excel.LaunchExcel.LaunchAndOpenUnderExistingProcess Path: FilePath Visible: True ReadOnly: False Instance=> ExcelInstance
Excel.GetFirstFreeColumnRow Instance: ExcelInstance FirstFreeColumn=> FirstFreeColumn FirstFreeRow=> FirstFreeRow
Excel.CloseExcel.Close Instance: ExcelInstance
Scripting.RunVBScript.RunVBScript VBScriptCode: $'''Set objExcel = CreateObject(\"Excel.Application\")

\'Open the workbook
Set objWorkbook = objExcel.Workbooks.Open(\"%FilePath%\")

\'Add the Sheet name
Set objData = objWorkbook.Sheets(\"%SheetName%\")
Set objSheet = objWorkbook.Sheets.Add(,objData)

\'Edit the Name of the sheet (Do not use spaces)
objSheet.Name=\"%SheetNameForPivotTable%\"

\'Add the Source data reference
Const SrcData = \"%SheetName%!R1C1:R%FirstFreeRow - 1%C%FirstFreeColumn - 1%\"
Const xlDatabase = 1
Const Version = 5
\'Add the Destination
Const Destination = \"%SheetNameForPivotTable%!R3C1\"
\'Add the Pivot table name
Const TableName = \"PivotTable1\"

Set pvtcache = objWorkbook.PivotCaches.Create(xlDatabase,SrcData,Version)
Set pvtTable = pvtcache.CreatePivotTable(Destination,TableName)

Const xlRowField = 1
\'Add the field\'s name for Row Field
pvtTable.pivotFields(\"%RowFieldName%\").orientation = xlRowField

Const xlColumnField = 2
\'Add the field\'s name for Column Field
pvtTable.pivotFields(\"%ColumnFieldName%\").orientation = xlColumnField

Const xlFilterField = 3
\'Add the field\'s name for Filter
pvtTable.pivotFields(\"%FilterFieldName%\").orientation = xlFilterField

\'Add the field\'s name and Alias for Sum Field
Const xlSum = %AggregationMethod%
pvtTable.AddDataField pvtTable.PivotFields(\"%AggregationFieldName%\"), \"%AggregationDisplayName%\", xlSum

\'Save changes and close Excel
objWorkbook.Save
objWorkbook.Close
objExcel.Quit''' ScriptOutput=> VBScriptOutput ScriptError=> ScriptError

 

You will obviously need to change all (or most of) the variable values and you might want to have different aggregation methods. Please see the article I shared earlier to figure out what you need.

 

But this at least is verified to work fine.

-------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution. If you like my response, please give it a Thumbs Up.

I also provide paid consultancy and development services using Power Automate. If you're interested, DM me and we can discuss it.

-------------------------------------------------------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution. If you like my response, please give it a Thumbs Up.
Regards, Agnius Bartninkas

Hi Agnius,

Thank you so much for your help it means a lot:):):). But have couple issues as mentioned below.

 

1.I need to open multiple Excel files, located in a specific folder, one by one, and create a PivotTable in each of them. I am seeking guidance on how to efficiently tackle this task in a systematic manner In Power automate desktop flow.


2.Once the PivotTable is created in each Excel file, I have additional tasks that need to be performed within Excel. However, if Excel is closed after creating the PivotTable, I am uncertain how to proceed with these subsequent actions.
How to tackle this two issues in Power automate desktop please help 

 

Best Regards 

Muzamil Ahmed

 

 

1. Use Get files in folder to get the files, then use For each on the files and pass the file path of the current item to the script. Move the Set variable actions, as well as the Excel actions and the Run VBScript action inside the loop.

 

2. Simply use the Launch Excel action again to run it again and do whatever you need to do with it.

-------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution. If you like my response, please give it a Thumbs Up.

I also provide paid consultancy and development services using Power Automate. If you're interested, DM me and we can discuss it.

-------------------------------------------------------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution. If you like my response, please give it a Thumbs Up.
Regards, Agnius Bartninkas

Thanks agnius,

 

Sorry for the confusion,,
If the VBScript run with already existing open excel file it will be solved all the issue as alreay im in get in file folders and other filtration,

 

If you could help with a Vbscript which works with which is already open it helps and solved all the issues

 

As in VBScript we have give the excel file path what to give thier as well ?

Best Regards 

Muzamil Ahmed

I've just tested and to my minor surprise, the Workbooks.Open() method actually works when the workbook is already open in Excel.

 

So, you can use this script in the same flow and it will actually work with a file that is already open. No need to change any variables from my suggestion above. The only thing I changed is the first line, that gets an existing Excel object instead of creating a new one.

 

Set objExcel = GetObject(,"Excel.Application")

'Open the workbook
Set objWorkbook = objExcel.Workbooks.Open("%FilePath%")

'Add the Sheet name
Set objData = objWorkbook.Sheets("%SheetName%")
Set objSheet = objWorkbook.Sheets.Add(,objData)

'Edit the Name of the sheet (Do not use spaces)
objSheet.Name="%SheetNameForPivotTable%"

'Add the Source data reference
Const SrcData = "%SheetName%!R1C1:R%FirstFreeRow - 1%C%FirstFreeColumn - 1%"
Const xlDatabase = 1
Const Version = 5
'Add the Destination
Const Destination = "%SheetNameForPivotTable%!R3C1"
'Add the Pivot table name
Const TableName = "PivotTable1"

Set pvtcache = objWorkbook.PivotCaches.Create(xlDatabase,SrcData,Version)
Set pvtTable = pvtcache.CreatePivotTable(Destination,TableName)

Const xlRowField = 1
'Add the field's name for Row Field
pvtTable.pivotFields("%RowFieldName%").orientation = xlRowField

Const xlColumnField = 2
'Add the field's name for Column Field
pvtTable.pivotFields("%ColumnFieldName%").orientation = xlColumnField

Const xlFilterField = 3
'Add the field's name for Filter
pvtTable.pivotFields("%FilterFieldName%").orientation = xlFilterField

'Add the field's name and Alias for Sum Field
Const xlSum = %AggregationMethod%
pvtTable.AddDataField pvtTable.PivotFields("%AggregationFieldName%"), "%AggregationDisplayName%", xlSum

'Save changes and close Excel
objWorkbook.Save
objWorkbook.Close
objExcel.Quit

 

-------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution. If you like my response, please give it a Thumbs Up.

I also provide paid consultancy and development services using Power Automate. If you're interested, DM me and we can discuss it.

-------------------------------------------------------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution. If you like my response, please give it a Thumbs Up.
Regards, Agnius Bartninkas

Its working fine now:)

Well, I do get values when I run the script. Have you actually modified the names of the columns properly in your variables? Can you show the entire flow?

-------------------------------------------------------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution. If you like my response, please give it a Thumbs Up.
Regards, Agnius Bartninkas

@Agnius, Its working fine thanks a lot,,,

If it is, feel free to mark the appropriate reply as the accepted solution to the topic.

-------------------------------------------------------------------------------------------------------------------------
If I have answered your question, please mark it as the preferred solution. If you like my response, please give it a Thumbs Up.
Regards, Agnius Bartninkas

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   We are excited to announce the first season of our 2024 Super Users is here! Our kickoff to the new year welcomes many returning Super Users and several new faces, and it's always exciting to see the impact these incredible individuals will have on the Community in 2024! We are so grateful for the daily difference they make in the Community already and know they will keep staying engaged and excited for all that will happen this year.   How to Spot a Super User in the Community:Have you ever written a post or asked for help in the Community and had it answered by a user with the Super User icon next to their name? It means you have found the actual, real-life superheroes of the Power Platform Community! Super Users are our heroes because of the way they consistently make a difference in the Community. Our amazing Super Users help keep the Community a safe place by flagging spam and letting the Community Managers know about issues. They also make the Community a great place to find answers, because they are often the first to offer solutions and get clarity on questions. Finally, Super Users share valuable insights on ways to keep the Community growing, engaging, and looking ahead!We are honored to reveal the new badges for this season of Super Users! Congratulations to all the new and returning Super Users!     To better answer the question "What is a Super User?" please check out this article: Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

Did You Attend the Microsoft Power Platform Conference in 2022 or 2023? Claim Your Badge Today!

If you were one of the thousands of people who joined us at the first #MPPC Microsoft Power Platform Conference in 2022 in Orlando--or attended the second-annual conference in Las Vegas in 2023--we are excited to honor you with a special community badge! Show your support for #MPPC Microsoft Power Platform Conference this year by claiming your badge!           Just follow this link to claim your badge for attending #MPPC in 2022 and/or 2023: MPPCBadgeRequest    Want to earn your badge for 2024? Just keep watching our News & Announcements for the latest updates on #MPPC24.

Microsoft Power Platform | 2024 Release Wave 1 Plan

Check out the latest Microsoft Power Platform release plans for 2024!   We have a whole host of exciting new features to help you be more productive, enhance delegation, run automated testing, build responsive pages, and so much more.    Click the links below to see not only our forthcoming releases, but to also try out some of the new features that have recently been released to market across:     Power Apps  Power Automate  Copilot Studio   We can’t wait to share with you all the upcoming releases that will help take your Power Platform experience to the next level!    Check out the entire Release Wave: Power Platform Complete Release Planner 

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