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

[birenpat]

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.

[birenpat]

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

[David_MA]

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:

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

[birenpat]

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

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

[David_MA]

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

[birenpat]

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

[David_MA]

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:

[birenpat]

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.