cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
birenpat
Frequent Visitor

Retrieve relevant rows from one SharePoint lists to another using Power Automate

Hi All Power Automate experts and other users,

 

I have got an issue where I can't find out any answer how to do this.

Basically I have got an excel file stored in one of sharepoint folder which has all IT changes on daily basis. I have got a sharepoint list which has got some columns, Here is how the excel and sharepoint list looks like

 

Excel Data

 ChangeNumber     Start Date                    End Date

CHG0001                20/03/2023 14:00        21/03/2023 14:00   

CHG0002                20/03/2023 14:00        24/03/2023 14:00   

CHG0003                20/03/2023 14:00        22/03/2023 14:00   

CHG0004                21/03/2023 14:00        21/03/2023 15:00   

CHG0005                21/03/2023 14:00        24/03/2023 14:00   

CHG0006                22/03/2023 14:00        22/03/2023 15:00 

 

Share point Lists

Date                Task details

20/03/2023      Task1

21/03/2023      Task2

22/03/2023      Task3

 

What I need is the SharePoint lists need to have something like this

Date                Task details     Change Numbers   Start Date                    End Date

20/03/2023      Task1              CHG0001                20/03/2023 14:00        21/03/2023 14:00   

                                                CHG0002                20/03/2023 14:00        24/03/2023 14:00   

                                                CHG0003                20/03/2023 14:00        22/03/2023 14:00 

 

21/03/2023      Task2               CHG0004                21/03/2023 14:00        21/03/2023 1500   

                                                 CHG0005                21/03/2023 14:00        24/03/2023 14:00   

22/03/2023      Task3                CHG0006                22/03/2023 14:00        22/03/2023 15:00 

 

So basically SharePoint lists need to fetch change number , start date and End date for all the records from excel where Date (from SharePoint list) will be equal to Start date from excel.

 

I have no idea how to achieve this. Appreciate if someone can pls able to help with showing some screenshots of the power automate workflow.

 

7 REPLIES 7
birenpat
Frequent Visitor

Appreciate if someone can reply to my question? Anyone from Microsoft Power BI team here?

I am making some assumptions since I don't know how you have everything set up. One assumption is that your spreadsheet is not being recreated every day and is just being updated with new rows. If so, I would create a scheduled flow that runs once per day and gets the current rows where the start date is equal to the current date. You can then use an apply to each action from the rows retrieved with a Create item action to add the items to SharePoint in the format you want.

 

One thing you will need to do is change the Start Date column to StartDate as filter queries do not support columns with spaces in them and make sure the data is of General type. You can then apply this filter query the current day's items:

David_MA_0-1679677220192.png

The expression used is formatDateTime(utcNow(),'dd/MM/yyyy').

 

Hi David,

First of all thank you for replying to my issue. The way its setup is the excel report will be generated twice daily from ServiceNow and then sent to an shared email as attachment. After that through power automate workflow the attachment file will be stored in SharePoint folder. 

 

Just to be clear the excel report for today will be generated something like "changeList2708230835.xls" where 2708230835 is date and time. So this means each day two new files will be generated with date and Time as suffix. This file will have all the changes approved for next one week starting from 27th March.

 

After that whatever you have mentioned is the thing I want. 

Here are the steps:

1) Get the rows where the start date is equal to the current date

2) Apply to each action from the rows retrieved with a Create item action to add the items to SharePoint 

 

I am bit new to using Power automate workflow, so still struggling to do the workflow as how/where to start and how to achieve it. Appreciate if someone can get me the workflow steps with some screenshots. 

 

I tried few ways to achieve it but was always having some problems dealing with excel. I started with something like this as below

 

birenpat_1-1679913243790.png

 

 

birenpat_0-1679913094143.png

 

But then stuck what to do next . There is also a problem with the above flow. For example if the flow fails after creating table name within the excel, then it doesn't run afterwards as i don't know how to check if the table does exists within excel file. 

 

Appreciate if someone please help with steps and screenshots

What you are doing is not something I have done yet. However, I would update your export from ServiceNOW to a csv file instead. Then you can follow the steps in this solution from Microsoft to convert the csv file into an Excel table. Once that is done, I think you should be all set to use the generated Excel file to do what you need: Convert CSV files to Excel workbooks - Office Scripts | Microsoft Learn

Thanks Dave for your reply.

 

I got the file created with table inside successfully , so no worries for that now.

 

But my main question is how can we put it in workflow for the following tasks?

1) Get the rows where the start date is equal to the current date

2) Apply to each action from the rows retrieved with a Create item action to add the items to SharePoint 

 

Regards

Biren

If you have created the table, then use the action List rows present in a table, which will return the data in JASON format. Follow this by a Parse JSON action. Use the value from the Parse JSON action in your Apply to each action:

David_MA_0-1679935938168.png

 

 

Thanks Dave, much appreciated for putting the screenshot. My next question is how can I  get the rows where the start date is equal to the current date.

 

And also , I need to put all changes inside a table (columns are as change number, start date and end date) for a particular date in a row. - this is so far very difficult to achieve and i have no clue how to do it.

Helpful resources

Announcements

Community will be READ ONLY July 16th, 5p PDT -July 22nd

Dear Community Members,   We'd like to let you know of an upcoming change to the community platform: starting July 16th, the platform will transition to a READ ONLY mode until July 22nd.   During this period, members will not be able to Kudo, Comment, or Reply to any posts.   On July 22nd, please be on the lookout for a message sent to the email address registered on your community profile. This email is crucial as it will contain your unique code and link to register for the new platform encompassing all of the communities.   What to Expect in the New Community: A more unified experience where all products, including Power Apps, Power Automate, Copilot Studio, and Power Pages, will be accessible from one community.Community Blogs that you can syndicate and link to for automatic updates. We appreciate your understanding and cooperation during this transition. Stay tuned for the exciting new features and a seamless community experience ahead!

Summer of Solutions | Week 4 Results | Winners will be posted on July 24th

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**   Week 1 Results: Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Community MembersNumber SolutionsSuper UsersNumber Solutions Deenuji 9 @NathanAlvares24  17 @Anil_g  7 @ManishSolanki  13 @eetuRobo  5 @David_MA  10 @VishnuReddy1997  5 @SpongYe  9JhonatanOB19932 (tie) @Nived_Nambiar  8 @maltie  2 (tie)   @PA-Noob  2 (tie)   @LukeMcG  2 (tie)   @tgut03  2 (tie)       Week 2 Results: Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 2: Community MembersSolutionsSuper UsersSolutionsPower Automate  @Deenuji  12@ManishSolanki 19 @Anil_g  10 @NathanAlvares24  17 @VishnuReddy1997  6 @Expiscornovus  10 @Tjan  5 @Nived_Nambiar  10 @eetuRobo  3 @SudeepGhatakNZ 8     Week 3 Results: Congratulations to the Week 3 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 3:Community MembersSolutionsSuper UsersSolutionsPower Automate Deenuji32ManishSolanki55VishnuReddy199724NathanAlvares2444Anil_g22SudeepGhatakNZ40eetuRobo18Nived_Nambiar28Tjan8David_MA22   Week 4 Results: Congratulations to the Week 4 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 4:Community MembersSolutionsSuper UsersSolutionsPower Automate Deenuji11FLMike31Sayan11ManishSolanki16VishnuReddy199710creativeopinion14Akshansh-Sharma3SudeepGhatakNZ7claudiovc2CFernandes5 misc2Nived_Nambiar5 Usernametwice232rzaneti5 eetuRobo2   Anil_g2   SharonS2  

Check Out | 2024 Release Wave 2 Plans for Microsoft Dynamics 365 and Microsoft Power Platform

On July 16, 2024, we published the 2024 release wave 2 plans for Microsoft Dynamics 365 and Microsoft Power Platform. These plans are a compilation of the new capabilities planned to be released between October 2024 to March 2025. This release introduces a wealth of new features designed to enhance customer understanding and improve overall user experience, showcasing our dedication to driving digital transformation for our customers and partners.    The upcoming wave is centered around utilizing advanced AI and Microsoft Copilot technologies to enhance user productivity and streamline operations across diverse business applications. These enhancements include intelligent automation, AI-powered insights, and immersive user experiences that are designed to break down barriers between data, insights, and individuals. Watch a summary of the release highlights.    Discover the latest features that empower organizations to operate more efficiently and adaptively. From AI-driven sales insights and customer service enhancements to predictive analytics in supply chain management and autonomous financial processes, the new capabilities enable businesses to proactively address challenges and capitalize on opportunities.    

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to https://aka.ms/PPCommSupport.   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages

Users online (1,549)