Export to SharePoint list record bot

Automate seamless data transfer between documents and SharePoint. Save your time by exporting completed documents to your SharePoint records.

When the bot works by default:

The Export to SharePoint Excel list record 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.

In the pop-up, enter your SharePoint tenant. Copy it from the SharePoint Site URL and paste it. For example, in airslateinc.sharepoint.com, airslateinc will be the tenant. After that, click Apply, and 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.

Action settings:

In the Select destination and documents section, indicate the SharePoint destination where the documents will be attached.

Select the SharePoint site and list.

If your documents contain image fields, you can also export images uploaded to these documents as separate attachments. To do this, select the image you need to export in the way you select documents.

If you need to attach them to a related record, select it from the record’s menu. In our case, we don’t have relative records, but if you have ones, they’ll be available in the record’s dropdown when you click the plus icon.

Finally, select documents in your workflow that you want to attach to the records when they’re completed.

If your documents contain image fields, you can also export images uploaded to these documents as separate attachments. To do this, select the image you need to export in the way you select documents.

In the Select starting record section, set up a lookup for the bot to identify the record to update. There are three options for how you can do it.

1) Select Start from SharePoint, and the bot will use the SharePoint record ID sent by the integration app.

2) Go to the Find a record tab. Select the entity type from the dropdown and its field that matches the identifying field in the document.

Then, indicate the value for the identifying field. You can enter your custom value or click Data variable to select an identifier from the document fields. Use the document field containing unique information that is unlikely to change, such as account number, company name, SSN, or EIN. Alternatively, as an identifier, use information about the recipient, time, template, or document.

Add as many identifiers as you need by clicking Add search condition.

3) Use both options by selecting the Both tab.

If you have more than one search field, select ‘match conditions’ for the bot and define whether all search conditions must match or any of them.

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.