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Power Automate / Flow - Excel: Link Excel Scripts and Power Automate Flows Tutorial

Discover the world of automation with Microsoft Excel and Power Automate! Learn how to schedule the execution of an Excel script, automate filtering actions for US orders with pending payments, and create a clickable button to run the script easily. With these powerful tools, you can automate repetitive tasks and save valuable time. Happy automating!

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Objectifs :

This video aims to teach viewers how to automate the execution of an Excel script using Microsoft Power Automate, specifically focusing on scheduling tasks and creating a functional workflow for managing customer orders.

Chapitres :

Introduction to Automation with Excel and Power Automate
Welcome to the world of automation with Microsoft Excel and Power Automate. In this video, we will explore how to schedule the execution of an Excel script using Power Automate. Understanding the distinction between a script and the automation work button is crucial. The script is akin to a Macro written in VBA, designed to generate the actions that need to be automated.
Understanding Scripts and Automation Work Button
The automation work button allows you to create a flow from a template associated with your workbook or select a template that can be modified in Power Automate. In this example, we will focus on using Power Automate solely to trigger the Excel script on a scheduled basis.
Scenario: Automating Customer Order Management
Imagine managing an Excel file containing a list of customer orders, including details such as order date, status, and delivery country. The goal is to automate a filtering script for U.S. orders with pending payments.
Steps to Create and Schedule the Script
Follow these simple steps to create and schedule your script: 1. Click on the 'Automate' tab in the Excel ribbon. 2. If the tab is not visible, customize the display by right-clicking on one of the menus in the ribbon. 3. You will find sample scripts, but for this case, create your own script. 4. Choose to record the actions for simplicity. 5. Start the recording and perform the filtering actions in your workbook, filtering by country (U.S.) and by status (pending payment). 6. Stop the recording once the actions are complete.
Editing and Organizing the Script
If necessary, you can edit the script in VBA or simply rename it for better organization. To facilitate easy execution, add a clickable button directly in the workbook to run the script.
Scheduling the Script Execution
To schedule the execution of the script: 1. Click on 'Automate Work'. 2. Select 'Schedule an Office Script to run in Excel' from the list of templates. 3. Rename the flow if needed and click 'Next'. 4. For this example, set the script to execute every week starting from November 1st. 5. Choose the script you designed and confirm the setup of the flow.
Testing the Scheduled Flow
To test the button: 1. Manually remove the filters and click the button to check its functionality. 2. If the button changes proportions due to row hiding, adjust its properties to disable automatic movement and resizing. 3. Test again to ensure everything works correctly.
Verifying Script Functionality
Once the scheduled flow is created in Power Automate, run it. After successful execution, open the Excel file to confirm that the script has run correctly. To ensure the script functions as intended, change the status of an order and run the flow again to verify that the modified row disappears as expected.
Conclusion
There you have it—a functional example of a planned Excel script via Power Automate. With these powerful tools, you can automate repetitive tasks and save valuable time. Happy automating!

FAQ :

What is Power Automate used for?

Power Automate is used to create automated workflows between different applications and services, allowing users to automate repetitive tasks and improve efficiency.

How do I create a script in Excel?

You can create a script in Excel by using the Automate tab in the ribbon, either by writing it in VBA or by recording your actions to automate specific tasks.

What is the difference between a script and a macro?

A script is a set of instructions written in a programming language like VBA, while a macro is a specific type of script that automates repetitive tasks in Excel.

Can I schedule a script to run automatically in Excel?

Yes, you can schedule a script to run automatically in Excel using Power Automate by selecting the 'Schedule an Office Script to run in Excel' option.

What should I do if my button in Excel changes size?

If your button changes size due to row hiding, you can adjust its properties to disable automatic movement and resizing.

Quelques cas d'usages :

Automating Customer Order Management

A business can use Power Automate to schedule a script that filters customer orders in Excel based on payment status, allowing for efficient tracking of pending payments and improving cash flow management.

Weekly Reporting

A finance team can automate the generation of weekly reports by scheduling an Excel script that compiles and filters data, saving time and ensuring consistency in reporting.

Data Cleanup

An analyst can create a scheduled script to automatically filter out outdated or irrelevant data from a large dataset in Excel, ensuring that only current information is available for analysis.

Inventory Management

A retail manager can use Power Automate to schedule a script that updates inventory levels in Excel based on sales data, helping to maintain accurate stock levels and streamline reordering processes.

Glossaire :

Automation

The use of technology to perform tasks with minimal human intervention, often to increase efficiency and reduce errors.

Microsoft Excel

A spreadsheet program developed by Microsoft that allows users to organize, format, and calculate data with formulas.

Power Automate

A cloud-based service that allows users to create automated workflows between applications and services to synchronize files, get notifications, and collect data.

Script

A set of instructions written in a programming language (like VBA) that automates tasks in Excel.

VBA (Visual Basic for Applications)

A programming language developed by Microsoft that is primarily used for writing macros to automate tasks in Microsoft Office applications.

Flow

A workflow created in Power Automate that automates processes across different applications.

Template

A pre-designed document or workflow that can be customized to meet specific needs.

Filtering

The process of displaying only the data that meets certain criteria in a dataset.

Scheduled Execution

The process of setting a specific time for a script or task to run automatically.

00:00:08

In this video,

00:00:09

we will discover how to schedule the execution

00:00:12

of an Excel script with power automate.

00:00:15

You must distinguish two things here.

00:00:17

The script is a program similar to a Macro written in

00:00:21

VB A which will generate the actions to be automated.

00:00:25

The automate work button will allow you either to create a flow from a

00:00:29

template associated with this workbook and other

00:00:32

Microsoft 365 applications or to select a template

00:00:37

that you can then modify and adapt in power automate. In

00:00:40

this example,

00:00:41

we will use power automate solely to trigger the Excel script in a scheduled manner.

00:00:48

Imagine you are managing an Excel file containing a list

00:00:51

of customer orders with data such as the order,

00:00:54

date status and delivery country.

00:00:57

You want to automate a filtering script for us orders with pending payments.

00:01:02

Follow these simple steps.

00:01:04

Click on the automate tab in the Excel ribbon.

00:01:08

If this tab is not visible,

00:01:10

customize the display by right clicking on one of the menus

00:01:14

in the automate ribbon,

00:01:15

you will find sample scripts.

00:01:17

However, for our case, you will create your own script.

00:01:21

You can either write it in VB A language or record the actions to be automated.

00:01:26

Choose the recording option for simplicity,

00:01:28

start the recording and perform the filtering actions in your workbook,

00:01:32

filtering by country us and by status pending payment.

00:01:39

Stop the recording. Once the actions are complete.

00:01:42

If necessary, you can edit the script in VB A

00:01:45

or simply rename it for better organization.

00:01:50

Add a clickable button directly in the workbook to run the script easily

00:01:54

to schedule the execution of the script.

00:01:56

Click on automate work,

00:01:58

then select schedule an office script to run in Excel from the list of templates

00:02:04

if needed, rename the flow and click next.

00:02:07

For this example, we execute this script every week starting from November 1st

00:02:13

choose the script we designed, then confirm the set up of the flow

00:02:19

to test the button.

00:02:20

Manually remove the filters and click the button to check its functionality.

00:02:26

If the button changes proportions due to row hiding,

00:02:29

adjust its properties to disable automatic movement and resizing

00:02:35

test again to ensure everything works correctly.

00:02:41

Once the scheduled flow is created in power, automate, run it.

00:02:47

Once the execution is successfully completed,

00:02:50

open the Excel file and you will see that the script has run correctly

00:02:55

to ensure the script functions correctly.

00:02:57

We will proceed with a second verification,

00:03:00

change the status of an order and run the flow

00:03:02

again to verify that the modified row disappears as expected.

00:03:09

There you have it a functional example of a Planned Excel script via power automate.

00:03:14

With these powerful tools,

00:03:16

you can automate repetitive tasks and save valuable time, happy automating.

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