Export to SharePoint Excel file bot

Automate seamless data transfers between documents and Excel files on your SharePoint Sites. Export document field values to an Excel table in SharePoint and use it for any case you need.

Example: You’re hiring new employees and need to create records with basic information for each of them. Retrieve their personal data from NDAs or Job Offers and export it to an Excel table where you can easily get the necessary information.

When the bot works by default:

The Export to SharePoint Excel file bot activates once the documents are completed by recipients specified in the step, after which this bot has been added. To add the bot to your workflow, select where you’d like to put it on the diagram and click the plus icon.

Then, select Bot from the list.

Search for the bot you need by category or using the search bar. Then, install the bot to your workflow by clicking Install bot.

Connection settings:

To connect the bot to your SharePoint account, select Connect in the Connection settings section.

Then, select the SharePoint account you need to connect. You can also connect a new account by clicking Add connection. You’ll be redirected to the Microsoft login screen. Once you’ve logged in, you’ll be directed back to account.

Once connected, proceed to the next section.

In the Link and export data section, indicate the SharePoint destination where the data will be transferred.

Select the SharePoint site and drive.

Next, select or create the Excel spreadsheet where you want to export data from the documents.

Select the Sheet in the Excel spreadsheet where you want to export data and the method of data transfer. Single line method means that you transfer one data instance from field to field, such as Name, Email, and Address, while the table method transfers data from table to table, such as lists of customers or products.

Next, indicate which data must be transferred to the Excel file by mapping the needed document fields to the respective spreadsheet columns. Select the document you want to export values from and then click Select fields. Tick the necessary document fields and approve your choice by clicking Select.

Map the selected fields to the respective Excel columns.

TIP: To simplify the process, make sure that your document fields have the same labels as the Excel columns. In the bot settings, you’ll find the option that helps you to create columns with similar names.

If you only need to transfer data (if certain information in the document matches a value in the destination spreadsheet), you have the option to create a lookup to limit the data transfer to a commonly used value. For example, if you need to transfer data for Managers only, indicate that the Position field must match the similar column in the spreadsheet to trigger the subsequent data transfer.

In the dropdown, select the identifier and match the value for your lookup with the respective Excel column. It can include values from the document fields (our example) or recipient data. You can add as many lookups as you need. However, remember that lookups only work together and don’t work with the OR logic. To add a new lookup, click Add match. Once finished, click Continue

​Configure the bot execution conditions based on simple “if-this-then-that” rules. For example, you can set conditions based on document field information, recipient data, date of document signing, document data, and decline reason. Learn more about bot conditions usage in the dedicated article.

In this section, you can set additional bot configurations:

Learn more about adjusting Advanced settings in this article.