Flow that gets user information from SharePoint and updates excel spreadsheet

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Posted on by spacey

Hi all,

Have searched the forums to no avail and am fairly new to Power Automate and SharePoint.

I am trying to create a simple flow, that will collect information when a user clicks on a button in a SharePoint site. Essentially all I need is the user who clicked the button email and date and time of the button click.

I would then like to update a excel spreadsheet with this information.

It seems like quite a simple flow but I haven't been able to work it out, all help is greatly appreciated!

Thanks!

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Joseph_Fadero 670 Power Up Champ - 2025 on at

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Hi @spacey,

Though like you described it should be a fairly simple flow, But you should also bear in mind the current triggers that are available for the sharepoint connector.

An approach you could use, When the user clicks on the button, you can redirect him or her to a list which they can fill in the necessary details for your flow.

You can also Utilize Powerapps to build that custom UI experience that you would like.

You can share a forms as well, Which could aid collect the data for your request.

Kindly feel free to mark my response as a solution to aid others in the community

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DJ_Jamba 2,837 Moderator on at

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Hi @spacey
What is the reason you want to capture this information from SharePoint and put it in an Excel file rather than in a different SharePoint list (which you can export to Excel at any time if you really need to)?

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spacey 12 on at

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Thanks for your reply, Joseph.
This is the current process although trying to eliminate the form as some users will go through this process several times a day as part of our work process.

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spacey 12 on at

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Hey DJ_Jamba,
Great question. This process is used to gather user information when the user begins a work task, essentially used to track all work tasks are completed, who they are completed by and when.
Currently a SharePoint button links to a form which has to be completed by the user. Trying to simplify the process as some users will do this several times a day.

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DJ_Jamba 2,837 Moderator on at

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What if they click on the button and decide they won't complete the form after all?
You will have redundant data.
Why not collect the data when they have completed the form?

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spacey 12 on at

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Thanks for the reply.

To clarify, I am trying to get rid of the form. All the form is doing is collecting the email, date and time which updates the spreadsheet - which I was hoping to do directly from the click of the button.

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Joseph_Fadero 670 Power Up Champ - 2025 on at

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Hi @spacey, @DJ_Jamba

Ok, Here is an alternative

If your organization currently utilize Microsoft teams (I am going by the assumption they do due to the access to sharepoint), Instead of telling them to click on a button on a SharePoint page you could possibly tell them to drop a message on a channel. (The time taken to drop the message on a channel or click on a button could literally be milliseconds apart)

And use the teams Channel trigger to Kickstart your flow, You can get the ID, and Data modified details from the dynamic content of the teams channel.

Kindly feel free to mark my post as a solution to aid others in the community

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Joseph_Fadero 670 Power Up Champ - 2025 on at

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If I understand his process very well, I guess it's more or less like a Login system, That they need to track those details, Now he's trying to create a seamless process in which the user doesn't feel he has to fill out forms with the same information everytime

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DJ_Jamba 2,837 Moderator on at

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I think I'm catching up (maybe).
But according to the earlier response, they (users) have to do this (click on something) several times a day:
"Trying to simplify the process as some users will do this several times a day."
...so I'm trying to figure out, what process requires multiple collections of "name", "email", "time of day when clicked"

Sometimes when you probe a bit, the original request is not required after all or there's a much better way of achieving it 😀

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Joseph_Fadero 670 Power Up Champ - 2025 on at

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I understand 👍

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