This is a paid bot, and its usage counts toward your plan's credit limit. For more on credit usage, see Credits.
The Export to SharePoint Excel file bot automates data transfers between altaFlow documents and Excel files on your SharePoint sites. Once a document is completed, the bot writes selected field values into an Excel table — perfect for HR trackers, compliance registers, or any team roster that lives on SharePoint.
Example: Hiring new employees? Pull personal data from signed NDAs or Job Offers and auto-export it to an HR Excel table on SharePoint — no manual data entry.
How to set up the bot
When the bot runs by default: the Export to SharePoint Excel file bot activates once the documents are completed by the recipients on the step where the bot is installed.
To add the bot to your workflow, pick a spot on the diagram and click the plus icon.
Then select Bot from the list.
Search for the bot by category or via the search bar, then click Install bot.
Connection settings
To connect the bot to your SharePoint account, click Connect in the Connection settings section.
Select the SharePoint account you want to use, or click Add connection to connect a new one. You'll be redirected to the Microsoft login screen; after signing in, you'll be returned to altaFlow.
Once connected, proceed to the next section.
Action settings
In the Link and export data section, choose the SharePoint destination the data will go to. Select the SharePoint site and drive.
Next, select or create the Excel spreadsheet where you want to export data from altaFlow documents.
Pick the Sheet inside the Excel spreadsheet to export to, then choose the data transfer method:
Single line — transfers one data instance per field (Name, Email, Address).
Table — transfers data table-to-table (lists of customers or products).
Next, map the altaFlow document fields to the Excel columns the data will land in. Pick the document, click Select fields, tick the fields you need, then confirm with Select.
Map the selected fields to the matching Excel columns.
Tip: To simplify setup, give document fields the same labels as the Excel columns. The bot has an option that creates columns with similar names automatically.
To push data only when it matches an existing row (for example, update records for Managers only), set up a lookup. Pick the identifier field in the dropdown and match it to the corresponding Excel column — values can come from document fields or recipient data. Add more lookups with Add match. Note: lookups work together (AND), not with OR logic. Click Continue when done.
Conditions
Set conditions to control when the SharePoint export fires so you only push the right records to Excel. Common scenarios:
Role or department filter — export only when Position equals Manager, Engineer, or another specific role, keeping the SharePoint register focused.
Status-based — fire only after signatures are collected or after a final approval checkbox is checked, so drafts don't pollute the Excel log.
Region or office routing — export to a specific SharePoint site when the Office or Region field matches (e.g., US → HR US site, EMEA → HR EMEA site).
Compliance filter — export only when a Compliance checkbox is ticked, so unchecked documents stay out of audit-ready SharePoint files.
For the full list of operators, see Bot execution conditions.
Advanced settings
Fine-tune how the export runs:
Run once vs. on every change — push at completion only, or refresh the Excel row every time a field changes so SharePoint stays in real-time sync.
Failure handling — retry on SharePoint auth timeouts (recommended for high-volume HR workflows) or skip and continue the revision when export is optional.
SharePoint-based tagging — tag exported documents with the SharePoint row ID or Excel sheet name so you can later trace which altaFlow document produced each row.
Learn more about Advanced settings in the bot setup glossary.