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Frequent Visitor

Spreadsheet to List then back again (updated)

Hi Folks,

 

I hope you are all safe and well during thhese troubling times.

 

Long story short, I have spreadsheets coming out of my ears, I want to simplify the process. Spreadsheets are used by our partners outside the business, whilst I want the sharepoint list to be the primary source for information, I need to export the data back into spreadsheet format to send onto the partners. I dont know if there is a better way, perhaps you can suggest one if their is, but here it is.... 

 

1) Email comes in from partner - spreadsheet saved into shared documents folder

2) Saved spreadsheet is opened

3) line read - 

a) if line read = one field, or specific string then keep it as a variable. otherwise;

b) check if the row being read exists in the list;

i) if the row exists as a list item, then update the changes in the list with the changes

ii) if the row does not exist

>check if the line or part of its contents exist in a different table

>>create a new item in the list based on the content of the line read.

 

4) Data is reviewed and read within sharepoint list. When the list item is updated (triggered by a manual "push button" process of some form):

a) The originally saved file is opened

b) the line in the spreadsheet is checked - has the equivelant line been updated in Sharepoint

i) If yes, then update the original line with the new content (will also require the creation of a new column)

ii) if no, then leave the line in the file as is

5) Move onto the next line.

6) Email form to the customer.

 

 

This allows colleagues to view and track items in sharepoint, without having to chase multiple spreadsheets, and the external partner who does not have access to sharepoint can get emailed their spreadsheet.

 

Any ideas?

 

Thanks

1 REPLY 1
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Super User II
Super User II

Re: Spreadsheet to List then back again (updated)

Hello @jeebob 

Your process sounds way too complicated.

  • Updating Excel
  • Creating columns (???)
  • No clear understanding of when what takes place

I have tried to understand your need and drafted these three processes (see below) that may help you on the way to a solution for you 🙂

Kind regards, John

Process received email from partnerProcess received email from partnerReview partner itemsReview partner itemsDeliver partner items as ExcelDeliver partner items as Excel

 

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