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Excel Template file on Sharepoint should be updated with data from Power Apps and then download the updated template to OneDrive

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Posted on by RobinBey

Hey at all,

this problem is driving me crazy for weeks, now I'm only a few steps away from reaching my goal but the solution is not working 100%. Here's the problem.
We use PowerApps to write Data out of PowerApps into an Excel File which is stored on a company Sharepoint.
Both ways, directly updating via SubmitForm or via Power Automate Workflow is working fine.
After my Template is updated, a Power Automate Flow grabs the file path and file name of the template and saves it under a new name in the personal OneDrive Folder of the user who activated the download button. The problem here is, the user won't get the file with the actual data, only with the previous data.

The strange thing here is, I discovered that if I open the template file online via the launch command and the url, I have to wait a few seconds until the template is updated. Only if I close this updated file the workflow will create the right file on the OneDrive folder with the actual content. When I left the tab with the Template File open, the workflow fails because the file is locked for use by my profile.

How can I make sure, the newest template file is directly downloaded to a OneDrive Folder without opening and closing the template file in the Browser?
We want to avoid at all costs that other people have the opportunity to see/edit this template.

Thank you very much in advance for your feedback and answers!

Best regards, Robin

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Building Power Apps

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zmorek 3,272 on at

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This is one of the problems with Excel as a data source - it's not a good data source. It likes to be locked to a given user. And the best part is, the lockout time seems to vary wildly (at least in my experience).

You could consider using a different data source, such as SharePoint or Dataverse, to house the data. Then use your flow to create the file from that data source. This avoids the whole lock-out business.

I've never found success with Excel, and I hate when people answer questions with things like, "Why are you using Java, use C#!" or "Why are you doing it this way, do it this way!" But I'm afraid this time I'll have to be that person... I would suggest a different data source. You'll spend tons of time doing crazy workarounds to make this work.

You could consider passing the data manually to the flow and bypass the need for the template (which I'm assuming is really just there to insert rows into a table). Reza has a great video.
RobinBey 3 on at

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Thank you for your reply, this template is unfortunately a main requirement by the stakeholders. It's not only a simple excel file in which rows are added, it's a more complex summary of a predefined project plan for machines which are choosen from my PowerApp, many of stored information are then auto populated into a main table in this file. In the excel file I have made different links to the column of this table so the values will be updated after submitting the button in the PowerApp. You mentioned to create a new file from the workflow, would it be possible to "grab" the template from Sharepoint, fill in the values in this specific table and save it as a copy to the persons OneDrive folder without getting locked out? I would prefer any other way of working with this information but my hands are tied to this requirement..