Excel Read (SharePoint) activity

An activity that reads data from a Microsoft Excel template, and then stores the values in variables that can be used in the process.



Configure the Excel Read activity

To configure the Excel Read activity, do the procedure in this topic.

Good to Know

How to Start

  1. On the Application Explorer screen, do one of these:
  2. Do one of these:
    • Add an activity:
      1. In the Process Builder, go to the Activity Library, and open the SharePoint tab.
      2. On the SharePoint tab, drag the Excel Read activity onto your process.
    • Change an activity:
      1. In your process, double-click your activity.

Procedure

  1. Complete the fields on the General Configuration screen.

    For more information, refer to Configure General Options for a System Activity.

  2. Click Design Time Repository .
  3. On the Design Time Repository screen, click SharePoint as the data source for your design time template.
  4. Click Design Time Repository Configuration .
  5. Complete the fields on the Design Time Template Configuration screen.
  6. Click Run Time Repository .
  7. On the Runtime Repository screen, click SharePoint as the data source for your runtime template.
  8. Click Run Time Repository Configuration .
  9. Complete the fields on the Runtime Template Configuration screen.
  10. Click Read Excel Document Configuration .
  11. Configure the Excel Read activity options on the Read Excel Document Configuration screen.

    For more information, refer to Read Data from an Excel File in SharePoint.

  12. (Optional) Click Advanced > E-mail Notifications .

    For more information, refer to Configure E-mail Notifications for Any Activity.

General Configuration

Specifies the common information for a system activity.

Screen



Fields

Field Name Definition

Display Name

Function:
Specifies the activity name that shows in your process.
Accepted Values:
One line of text that can have spaces.
Default Value:
None
Accepts Process Data Variables:
No
Example:
Refer to:

Description

Function:
Specifies an optional text description for your activity.
Accepted Values:
More than one line of text.
Default Value:
None
Accepts Process Data Variables:
No

Design Time Template Configuration

Specifies the data source for your design time template in SharePoint.



Fields

Field Name Definition

SharePoint

Function:
Specifies the access token that connects to your SharePoint site.
Accepted Values:
A list of access tokens configured for your environment.
Default Value:
None

Add Token

Opens this Screen:
Access Token for SharePoint
Function of this Screen:
Configure an access token to connect to SharePoint.

Site

Function:
Specifies the URL for your SharePoint site.
Accepted Values:
A valid SharePoint site URL
Default Value:
None
Accepts Process Data Variables:
Yes
Example:

Document Library

Function:
Specifies the name of the SharePoint document library.
Accepted Values:
A valid SharePoint document library name.
Default Value:
None
Accepts Process Data Variables:
Yes

File Path

Function:
Specifies the SharePoint file. The activity uses the location of the specified file when the process runs.
Accepted Values:
A valid absolute path for the file.
Default Value:
None
Accepts Process Data Variables:
No

Runtime Template Configuration

Specifies the data source for your runtime template in SharePoint.



Fields

Field Name Definition

SharePoint

Function:
Specifies the access token that connects to your SharePoint site.
Accepted Values:
A list of access tokens configured for your environment.
Default Value:
None

Add Token

Opens this Screen:
Access Token for SharePoint
Function of this Screen:
Configure an access token to connect to SharePoint.

Site

Function:
Specifies the URL for your SharePoint site.
Accepted Values:
A valid SharePoint site URL
Default Value:
None
Accepts Process Data Variables:
Yes
Example:

Document Library

Function:
Specifies the name of the SharePoint document library.
Accepted Values:
A valid SharePoint document library name.
Default Value:
None
Accepts Process Data Variables:
Yes

File Path

Function:
Specifies the SharePoint file. The activity uses the location of the specified file when the process runs.
Accepted Values:
  • Choose File Path - Specifies an absolute path for the file.
  • Dynamic File Path - Specifies a process data variable that stores the relative path of the file.
Default Value:
Dynamic File ID
Accepts Process Data Variables:
Yes

Read Excel Document Configuration

Specifies an operation to read and store data from a Microsoft Excel file.



Fields

Field Name Definition

SharePoint

Function:
Specifies the access token that connects to your SharePoint site.
Accepted Values:
A list of access tokens configured for your environment.
Default Value:
None

Add Token

Opens this Screen:
Access Token for SharePoint
Function of this Screen:
Configure an access token to connect to SharePoint.

Excel Services URL

Function:
Specifies the URL of SharePoint Excel Services.
Accepted Values:
Default Value:
None
Accepts Process Data Variables:
Yes
Example:
  • http://ind-01:8888/_vti_bin/ExcelService.asmx
  • $\{SharePointURL\}$\{ExcelService\}

Runtime Template

Function:
Specifies the name of Microsoft Word or Microsoft Excel template file the activity uses to create Microsoft Word or Excel file when the process runs.
Accepted Values:
  • A valid template file name.
  • A process data variable.

    You can use Process Data screen to specify a process data variable.

Default Value:
None
Accepts Process Data Variables:
Yes

Design Time Template

Function:
Specifies the name of Microsoft Excel template file that is used when you are creating or changing a process.

Once you enter Microsoft Excel template file name in the Design time Template box, the named fields box is populated with all the named fields from Microsoft Excel sheet.

The design time template document is used only to access the named fields of Microsoft Excel sheet. This document is not used at runtime.

Accepted Values:

A valid Microsoft Excel template file name with the full path.

Note the following:

  • The runtime template file and the design time template file must have the same named fields. This indicates that both the files must have same content.

  • Also, while designing in Process Builder, the file must be accessible to the application designer from their computer using the Browse button.
Default Value:
None
Accepts Process Data Variables:
No
Example:
C:\Excel\ExcelSheet\ExcelServices.xlsx

Click to Load Excel Fields

Function:
Specifies the named fields populated from Microsoft Excel sheet once you specify the design time Template file.

This field is used for the mapping purpose. You must map Microsoft Excel named fields to the process data variable to:

  • Write to an Excel document.
  • Read from an Excel document.

A named field in Microsoft Excel is the name of a cell or range that is used instead of the cell's reference name. For example, empName, a named field, is easier to use instead of its cell's reference name, C21.

Accepted Values:
A named field selected from the list.
Default Value:
None
Accepts Process Data Variables:
No

Move All

Function:
Moves all the fields in the Excel Field box at one time.

Excel Field

Function:
Specifies Microsoft Excel field to map to the process value. The mapping is performed to change the fields in Microsoft Excel document, supplied as output.
Accepted Values:
Read only - A Microsoft Excel field.

Use the Move All button to move the fields from Click to Load Excel Fields box to the Excel Field column.

You can also drag the Microsoft Excel fields from the Click to Load Excel Fields box to the Excel Field column.

Default Value:
None

Process Value

Function:
Specifies the process data variable to map to the Excel Field to change each field in Microsoft Excel document.
Accepted Values:
  • A number or a text string that can contain spaces.

    This must be in accordance with the data type of Microsoft Excel field.

  • A process data variable

Note:

  • Once Microsoft Excel field is in the Excel Field column, to map a Excel Field to a process value, select the row, and use Process Data screen.
Default Value:
None
Accepts Process Data Variables:
Yes

Formatted

Function:
Specifies if the formatted value of Microsoft Excel cell is read instead of the actual value.

The formatted values are useful to denote numbers or dates such as in e-mails.

Accepted Values:
  • Deselected - The numerical value of the cell is read. For example, 1023
  • Selected - The formatted value of the cell is read. For example, €1,023.34
Default Value:
Deselected.

However, when you add a row, by default, the Formatted check box is selected.

Example:
When the Formatted check box is selected:
  • A Percentage type cell returns 15%, instead of 15, where 15 is the numerical value and % is the formatting code.
  • A Currency type cell returns €1,023.34 instead of 1023.34, where 1023.34 is the numerical value and € is the formatting code.

This indicates that the formatting code of Microsoft Excel cell is also read along with the cell's numerical value.

Delete Delete

Function:
Deletes the row.