Power Platform Community Forum Thread Details

I have:

- an Excel spreadsheet file (for recording staff expenses)

- a list of staff members (names and email addresses)

- an empty SharePoint folder

I want to:

- create an individual version of the Excel file for each staff member in the SharePoint folder

- name this file with the staff member's name in the file name e.g. 'SURNAME FORENAME expenses sheet.xls'

- give that staff member editing permissions

- share the file with the staff member by email

I would love to be able to do this automatically, and I'm certain it's possible, but I've never used any of Microsoft's apps beyond the basic Office suite, and really don't know where to start with Power Automate!

Grateful for any pointers, thank you so much!

Categories:

Power Automate Desktop

Where is the list of staff members names, do you mean an SP list, or just using the word list?

It sounds like you want to do the following

1. Create an Automated Flow to run every day

2. have it check the list of names/email address, to see if a corresponding file exists

-- If it exists, do nothing

-- if it doesn't exist, grab the Template Expense file and copy it to a SharePoint document library

And in the copy rename it to be (what you have above)

You would do this using the List files SharePoint action, with a filter for the name.

Then you would use a Condition to check the Output of Step 2 to verify it FOUND a file or not

In the No side (it didn't find a file)

--Do a Get File Content (SharePoint action) to read the data from the template

--Use a Create File Action (SharePoint) using the file content from the previous action and the name based on your pattern.

--You would then use SharePoint sharing actions to share that file

--Use the SharePoint Sharing Actions to share it to only the people you want (for that file)

--Use Send an Email to send an email to the people with a link from Create File, so they can open it.

Done

So yes, it can all be done using SharePoint.

Totally curious, why do you say you are certain it can but you know nothing about coding, or building flows etc? What made you think it was? If you were doing searches you would have found (even in parts) what I wrote for you.

Much nicer for us, who help, to share some effort, for the future, versus just needing it all done. Plenty of examples etc for this :-)