Sharing my Power Automate template: Extract Multiple Advanced Lists to SharePoint Folders

Victoria Wong

Description - This flow reads an Excel file containing advanced list IDs and SharePoint destinations, then pulls results from multiple advanced lists. It saves each set of results as a CSV file in the appropriate SharePoint folder.

Required connections -

• Blackbaud SKY Add-ins, SharePoint for Business, Excel Online, Outlook 365

Skill level - Beginner/intermediate

Configuration details - You'll need to specify the List IDs of the Advanced Lists to be used in the flow, the SharePoint locations where the files should be saved, and the file names for each output. Keep in mind there may be limitations when working with large Advanced Lists.

Instructions

1. Download the Advanced_Lists_Download.xlsx to a location in SharePoint, you will need to populate the following fields-
   List ID (of the Advanced List)
   To find the List ID, go to Core > Reporting > Manage Lists > Manage Basic and Advanced Lists, then search for your list by name. The List ID is displayed at the top of the list summary page, next to the creation and modification details.
   SharePoint URL
   This is the web address of the SharePoint site or document library where you want to save your files. You can copy it directly from your browser’s address bar.
   Folder Path
   The specific folder within the SharePoint document library where the file should be saved. This folder must already exist.
   File Name
   The desired name of the file to be saved.
   Notes
   Any additional information or comments you would like to store with the file
   
2. Import the attached .zip file into Power Automate
   1. Download the .zip file.
   2. From Go to My Flows>Import>Import Package (Legacy)
   3. Click Upload
   4. File the zip file and click Open.
3. Update all the connections
   • Blackbaud SKY Add-ins
   • Excel Online
   • SharePoint for Business
   • Outlook 365
4. Update Power Automate Flow
   • List rows present in a table
     Update the action to point to the location of your Advanced List download file. You should be able to select the file from the dropdown menu if it's in the correct SharePoint folder or document library.
     Location – SharePoint URL
     Document Library – Folder
     File - /Advanced_Lists_Downloads.xlsx
     Table - AdvancedList
   • Send an Email (V2)
     Sends a notification that the job is completed. Please update with your email otherwise I will get the notification!
   • Manually trigger a flow
     Change to Schedule Flow by deleting the Manually trigger a flow to Recurrence Schedule.

ExtractMultipleAdvancedListstoSharePointFoldersTemplate.zip

Advanced_Lists_Download.xlsx

Gabriela Zelaya

@Victoria Wong Thank you! This looks amazing