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Flow that gets user information from SharePoint and updates excel spreadsheet

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Posted on by 12

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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  • spacey Profile Picture
    spacey 12 on at
    Re: Flow that gets user information from SharePoint and updates excel spreadsheet

    Thankyou for your replies, there are some good options here. Unfortunately, the Excel spreadsheet has wider uses and other processes that run from it. Sounds like the current process will be the most efficient and I am unable to pull the user data from a press of the button. 

  • Joseph_Fadero Profile Picture
    Joseph_Fadero 666 on at
    Re: Flow that gets user information from SharePoint and updates excel spreadsheet

    Thank you for the clarification,

    Based on your requirements to be frank the best tool which could effectively manage all those process in an easy UI which you can utilize on teams or the sharepoint site is Microsoft Planner. 

     

    In Planner You can adequately assign the task to a user, and a status and time column would be populated which you can thus move that information into a Spreadsheet.

     

    Another approach is to move your excel database to sharepoint list and require the users just to utilize a column for status which would just check if it's done or not.

     

    But Ideally I believe that's why Microsoft created the right tool for different use case scenario, Both approach including possibly creating a powerapp would work for your solution.

     

    I hope I have been able to supply a pool of ideas for you to recommend.

     

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

  • DJ_Jamba Profile Picture
    DJ_Jamba 2,327 on at
    Re: Flow that gets user information from SharePoint and updates excel spreadsheet

    If they are already going to SharePoint:

     - Move the Excel to a SharePoint list (Create list from Excel file)

     - Add a checkbox column for marking as done

     

    The user can simply go to the SharePoint list and mark their assigned task as done when ready.
    SharePoint already automatically captures who made the change and when

  • spacey Profile Picture
    spacey 12 on at
    Re: Flow that gets user information from SharePoint and updates excel spreadsheet

    This could be a great workaround, I was trying to keep everything within the SharePoint site as a bit of a hub for other tasks and new information as well.

  • spacey Profile Picture
    spacey 12 on at
    Re: Flow that gets user information from SharePoint and updates excel spreadsheet

    Sorry for the ambiguity within this post. 

    Essentially, we have a spreadsheet full of tasks that users will complete throughout the day. Currently, they will go to their SharePoint site and click a button when they are ready to complete the task, and then fill out a form which collects their email and the time of beginning the task, which will then assign them to the next available task in the spreadsheet. 

    On any given day one user might complete several of these tasks, so for assurance purposes we need to know what time and who completed which task.

    Instead of using clicking through the form to begin their tasks, I was hoping to be able to collect those details (email, time, date) from the click of a button.

    I'm not in a position really to change this process, but rather simplify it for the users.

  • Joseph_Fadero Profile Picture
    Joseph_Fadero 666 on at
    Re: Flow that gets user information from SharePoint and updates excel spreadsheet

    I understand 👍 

  • DJ_Jamba Profile Picture
    DJ_Jamba 2,327 on at
    Re: Flow that gets user information from SharePoint and updates excel spreadsheet

    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 😀

  • Joseph_Fadero Profile Picture
    Joseph_Fadero 666 on at
    Re: Flow that gets user information from SharePoint and updates excel spreadsheet

    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

  • Joseph_Fadero Profile Picture
    Joseph_Fadero 666 on at
    Re: Flow that gets user information from SharePoint and updates excel spreadsheet

    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 

  • spacey Profile Picture
    spacey 12 on at
    Re: Flow that gets user information from SharePoint and updates excel spreadsheet

    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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