Workflow can't specific Excel files located in Teams for Business | XM Community
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I’m using the Excel extension in a Workflow and I’ve found that I can’t find a specific Excel file when it’s Teams, but can find it when it’s in OneDrive. There are other Excel files in the same folder in Teams that the Workflow can find so the issue isn’t a permissions problem.

CLEARING THE FILES
In trying to figure out what the difference is between the two files I copied both files to my computer, removed all sheets except for a new empty one in both files, saved the files with new file names, and uploaded them back into Teams. The workflow was still able to see the re-saved older file but not my re-saved new file. I don’t know exactly which version of Excel was used for the older file but my version of Excel is Version 2401 (Build 1723.20084 Click-to-Run).

FILE SIZE DIFFERENCE
I also found that while both files have no actual content in them, the new file has a smaller file size than the older file, 8.61 KB for the new file and 17.7 KB for the older file. While they should be identical, my thought is that there must be something in the underlying data structure of of the older file that’s allowing it to be found in Teams.

DOCUMENT INSPECTOR
The only apparent difference I can find between the files is when looking at the document inspector. Both files show ‘Document Properties and Personal Information, but the older file also has “Custom XML Data”. However, opening the XML Source from the Developer tab doesn’t show any XML maps. The only thing I’ve found that has an affect on the older file is running the document inspector and removing the ‘Document Properties and Personal Information’ OR removing the ‘Custom XML Data’. Choosing to remove either, saving a new file, and uploading it to Teams results in the re-saved older file no longer being able to be found by the Excel workflow.

WORK-AROUND
For now the work-around for this issue is to simply save a copy of the older file and then use a copy of it for any future Excel workflows that I need.

ANY IDEAS ABOUT WHAT’S HAPPENING?
I would still like to know if anyone has insight into why the older file can be found but the new file cannot.

First of all, let me say I am so happy to have found this post!  I’m also having a similar issue, that’s driving me crazy, where the Excel workflow can only see some files.  In my case, none of the files it can see are files that I have created myself.  They’re all files that have been shared with me from other people.

I have asked my coworker to share a new file with as a test, but my workflow cannot see it.  The same coworker has shared files with me that can be seen though, as recently as March 14, 2024.  I have tried creating files myself and sharing them with myself or with other people, or playing with permissions (editable by my organization, or just with specific people) all to no avail.

A broken update?

I have just updated my Excel version (Version 16.86 (24060916)) (it’s on a Mac) by the way, and I’m wondering if you have correctly found the issue, that newer documents are no longer visible to Qualtrics?  Although, it was also not working with my previous version of Excel, but I’m pretty good about keeping the program up-to-date so even my previous version was probably relatively new.

When I contacted my organization’s IT support, they said Qualtrics at my organization “is not connected to our Microsoft products and we do not have plans to change that at this time.” which I found odd, because the workflow was able to connect to some of my Excel sheets, and successfully export data to it.  So maybe they no longer support that workflow connection, which is why new documents can’t be seen by the workflow?

 

I tried saving a copy of the file that can be seen, and changing the name, but that also cannot be seen by the workflow.

A bug?

I think there might be another bug though with this workflow extension.  Even with the file that is visible to the workflow, occasionally I get an error that the workbook cannot be found.  Another time, it just hung for a while as it searched for visible workbooks, and didn’t return any results.  The connection just seems a bit flaky somehow.

Anyway, I have no insight to offer except that I am also having this problem.  I’ve submitted a ticket with Qualtrics support, but there is no answer yet.

 

Unfortunately I’ve still not figured out what the issue is. It seems hit or miss as what files can/can’t be found.

Have you tried reindexing your OneDrive/sharepoint site?  This is one of the suggestions they give, and these are their instructions for doing so (https://learn.microsoft.com/en-us/sharepoint/crawl-site-content), but I don’t see that option to reindex under my OneDrive settings.

Yes, I’ve done the reindexing and it didn’t have any affect.

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