This is a paid bot, and its usage will be counted toward your plan's credit limit. For more information about credit usage, refer to this article.
General
Automatically populate Microsoft 365 Excel spreadsheets with data from completed documents by using the Export to Microsoft 365 Excel bot.
Use case: You need to collect data from Sales reports for keeping and processing it in your Excel database.
How to set up
To add the bot:
1. Add a new action by clicking a plus icon.
2. Choose Bot and search for the Export to Microsoft 365 Excel bot.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The bot can be placed only after a step or any other element (for example, another bot), and it will run once the previous element finishes its job.
Connection settings
In Destination, connect the bot to your Microsoft account by clicking the Connect button. You’ll be redirected to the Microsoft login screen. Once you’ve logged in, you’ll be directed back to WorkFlow.
Use the three dots menu to disconnect or switch accounts.
Click Find file to open your Excel folders and select the file where you need to export data.
Browse for the file you need and click Select. To make the search easier, use the search bar and sorting.
After selecting the spreadsheet, select the sheet from the dropdown. Click Continue to proceed.
Mapping
In Data mapping, link your record fields to document fields by clicking Map fields.
In Map spreadsheet columns to fields modal window, drag and drop the record field onto the document field.
Names of the mapped fields are written on the canvas so the users can understand where the data will go. Use the search bar to quickly find the field you need.
The mapped record fields will be marked with an icon on the side panel.
To unmap fields, hover over the field name and click the Unmap icon.
Alternatively, hover over the needed field on the document page and click the Unmap icon.
Once you’ve finished mapping, click Done.
Click Continue to proceed to testing.
Testing
In the Test section, click Test to simulate the bot's performance. Enter it in the field as shown below. A success message confirms proper configuration. Any errors will be displayed as an error message.
At the same time, the test run exports the data you provided to your spreadsheet, as it’s supposed to be when the bot works.
Note: The Test section allows you to test your bot and ensure that it’s set correctly. After you publish your workflow, the Test section will no longer be available. The bot will then work using the conditions set in the Find record section.
Lookup
Use the Row lookup section when you need to update specific rows. Set the process of how the bot will find the record you need.
Select the Excel column name. In our example, we use the name of the person who prepared the report as a unique identifier. So, the column name is ‘Prepared by”.
Indicate the value that must match the selected column name. It can be either a document field value or the recipient data.
When selecting a document field, indicate the document this field belongs to and then select the field (in our case, Prepared by according to the column name).
When selecting recipient data, indicate what kind of data has to be the identifier (in our case, the last name).
Add as many lookups as you need by clicking Add match and repeating the process.
Conditions
Set conditions to control when the bot activates, tailoring it to your specific needs for more efficient automation. For detailed guidance, refer to this article.
Advanced settings
This section allows you to choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from the source of your choice.