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
Use the Pre-fill from Microsoft 365 Excel bot to automatically transfer data from spreadsheets to your documents.
Use case: You need to submit Vendor evaluation reports and have vendors’ data stored in Excel spreadsheets. To complete the reports faster, use the Pre-fill from Microsoft 365 Excel bot that will export needed information from spreadsheets to WorkFlow documents.
How to set up
To add the bot:
1. In the step settings, select Add bot.
2. Choose Bot and search for the Pre-fill from 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 moment of the bot's activation depends on its placement in the flow:
If the bot is added after a step or any other element, it will run once that element finishes its job.
If within the step, the bot will run based on the trigger you specify. Choose the trigger type most relevant to your case:
According to this, select the bot's trigger type that will be most relevant to your case:
Trigger type | Description |
Step started | The bot activates when you start the workflow |
Document opened | The bot activates when signers start filling out the documents or switch between them. |
Field changed | Use for cases where a response or action is needed immediately after a user enters or updates information in the specific field. Select the document and the field that the bot should pay attention to complete the setup. |
Document completed | The bot activates once the signer completes a document you specify in the trigger settings. |
Next, select the trigger document (1) and click Continue (2) to proceed to the next section.
Connection settings
In Source, 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.
Disconnect the current account or connect to different accounts anytime you need using the three dots connection menu.
Next, indicate the file to pre-fill data from. Click Find file to open your Excel folders.
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 (1). Click Continue (2) to proceed.
Lookup
In Find record, set the process of how the bot will find the record you need. Select the Excel column name. Then, indicate the value that must match the selected column name. It can be a document field value, recipient data, or input parameter.
Add as many lookups as you need by clicking Add match and repeating the process. Click Continue to proceed.
Mapping
In Data mapping, connect your record fields to document fields by clicking Map fields.
The Drag data to document fields modal window will open. 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.
Hover over the connected field name and click on the Unmap icon.
Hover over the needed field on the document and click on the Unmap icon.
Click Unmap all to unmap all fields at once.
Click Continue to proceed to testing.
Testing
In the Test section, simulate the bot's performance by clicking Test.
For testing, you’ll have to input data matching search criteria for pre-filling. For Excel bots, it’s a column name. Enter it in the field as shown below. A success message confirms proper configuration. Any errors will be displayed as an error message.
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.
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.