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How to update excel file that is linked through Power Automate and used in SharePoint?

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Posted on by KristaV

A co-worker (who no longer works here) created a program for me and I need to update the Excel file that the program pulls from. I have a link in SharePoint that employees go through to enter data that I need to update. However, we have added additional information to the originally linked Excel file.

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wskinnermctc 6,519 Moderator on at

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Can you give screenshots of your current flow?

When you say "We have added additional information to the originally linked Excel file." does that mean you put additional columns in Excel?

I don't understand the flow of information. Could you explain more? Like where this data is input and where you are wanting it to end?

Do you have a sharepoint list that people are updating, and then the data from that sharepoint list goes into an Excel file?
Or
Do you have an Excel file in sharepoint that people are updating, and then you want to do something with that data from the Excel file?

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KristaV 6 on at

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Unfortunately I know nothing about how to find the current flow.
Additional rows have been added to the Excel file.

This program was made for our purchasing team to update information about parts. They put in the part number and what is changing on it. The program then sends me an email to take action on these parts. However, the new parts that have been added to the company's main library are not included on the Excel file that this program pulls from. I am needing to pull a new Excel file from our main library and put this into the flow.
I hope this is a better description of what I'm trying to accomplish and desperately need help with.

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wskinnermctc 6,519 Moderator on at

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I don't understand how to help if you can't find the flow.

What is this "program" that you are using? Can you screenshot the program?

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KristaV 6 on at

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Sorry I have no idea what I'm talking about. I took some screen shots but don't know if this will help you figure out what I'm trying to do.
First they go into sharepoint click on the Purchased parts change. This takes you to the next screen shot and they click on +New. This opens New item and they put in the item number to work on.
Here is where our program is messing up on us.

sharepoint.png

new item.png

Planningteam.png

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wskinnermctc 6,519 Moderator on at

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Ok, thank you for the visuals, they are very helpful. I need you to show me the settings for the lookup column.

On the Purchase Parts Change list (from your planningteam photo, where they select New Item), go to the List Settings. This is done by clicking the Gear Icon in the top right corner, and then selecting List Settings.

Then in the List Settings page, click on the Item Number lookup column that you are having an issue with. This will take you to another page which has the settings for the column.
SharePoint List Settings

See column settings
Column Settings - Item Number Lookup

I need to see the column settings for your "Item Number" column. Please screenshot the column settings and post them. This will show the source of the lookup column, where it is getting the Item Numbers.

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KristaV 6 on at

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I'm going to start with you are amazing for taking your time to help me with this. Thank you so very much.
There are many columns we have but aren't pulling any information from.
Is this what you need or am I missing something?

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wskinnermctc 6,519 Moderator on at

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Thank you for showing that screenshot. The "Item Number" lookup column in your SharePoint list "Purchase part change list" does not come from an Excel workbook. The "Item Number" lookup column in your SharePoint list "Purchase part change list" is using the column "PRTNUM_01" as a key column from the SharePoint list titled "Purchase Part Item List" as a source.

You need to find the SharePoint list "Purchase Part Item List" and add any new items using the key column "PRTNUM_01" and they will be visible in your "Item Number" lookup column on your current SharePoint list "Purchase part change list".

The best way to search for the SharePoint list "Purchase Part Item List" will be through searching the 'Site Contents' of the current SharePoint site.
You find the Site Contents by clicking the gear ⚙️ icon like before and then selecting "Site Contents" which will take you to another page.
Site Contents

When you get to the Site Contents page, find the other list titled "Purchase part item list" and this is where you will add new items so that they can be looked up in your "Purchase part change list" in the Item Number column.

Site Contents

Let me know if this solves your issue. I'm not sure how the Excel workbook is involved, but I know for sure that your "Item Number" lookup column in the "Purchase part change list" is directly linked to the "PRTNUM_01" column in the list "Purchase part item list" as the source.

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