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Integrate Excel & Outlook SDK based automations to single project

In this tutorial, we will customise our excel and outlook sdk based projects, so that they can be integrated together as a single business process.
You will learn
  • How one automation in a project can be embedded into another automation project
  • How one automation can call another automation,
  • How to pass values one one automation to another automation
  • Finally in this process, how you can build an integrated business processes using SAP Process Automation
Created by
August 17, 2022

We will create a new automation that includes both of our Outlook and Excel automations
We will use a combination of environment variables and input/output variables to pass information across the project and in this way, processing will be dynamic and can work for any email or an excel file.

  • Step 1
    1. As a first step, let us add baseFolderPath as an environment variable

      Create Base Folder as Environment Variable

    2. We will use this new path in Save All Mail Attachments

      Use the environment variable in Save Mail Attachments

    3. To reuse this automation we will release the in preview project to released project. You can do so in two ways. (1) Either you can do so from Lobby by pressing (…) or from within the project you can do so by clicking the button Release

      Release Automation Project from SPA Lobby

    4. Another way to release the project

      Release Project from within Automation Project

    5. At release time, it will ask you to specify a version number, you can accept the default suggestion

      Release Project Dialog

    6. Notice the name change from Editable to (version number) Released

      Change in Release status

  • Step 2
    1. As a first step let us add Get Folder Collection to the baseFolderPath environment variable. This step will return all the sub folder names within a given folder. In our case, it will give each timestamp based folders fetched from each email from the outlook. Rename the output parameter to folderList

      Get Folder Collection

    2. You can see the folder name by using a Log Message

      Log result of get folder collection

    3. We will loop through each folder. for this will add For Each loop to the flow

      Add First For Each on Folder Collection Result

    4. We will add all the required steps into the folder. the idea is on each file, a certain set of actions needs to be performed

      Move Excel actions inside the loop

    5. Within each index of For Each, we can fetch list of excel files in each folder. for this, we will add Get File Collection to the loop

      Add Get File within a folder

    6. the value for Get File Collection is as given in the image

      Log output of Get File List Collection

    7. We will add one more For Each to loop through each excel file in that sub folder. Here to distinguish both the loop variables, you can rename it appropriately. Also include the required excel actions within this sub For Each loop.

      Add a second ForEach

    8. first create a string variable to generate from the loop variable full path to the excel file

      Add a File Path Variable

    9. Adjust the Get File Name to take the output variable

      get the file name based on these changes

    10. We have hard coded ranges in Filter Range. when we generalise the functionality, we may wanted to calculate this at run time. For this, we will be adding Get UsedRange Row and Get UsedRange Column activities to find out the start and end cell values.

      Amend Filter Range with Dynamic Calculations

    11. We will now use a custom script activity to calculate complete range.

      Add a custom script to calculate range of excel

      var startColumn = 1;
      var startCell = String.fromCharCode(startColumn + 64) + startColumn;
      var endCell = String.fromCharCode(columnRange + 64) + rowRange;
      return startCell + ":" + endCell;
    12. just for demonstration purpose, we will filter against first column and look for cell values containing a

      Apply Filter Range on First column

    13. We will use similar approach to find out range of values after filtering to be used with Copy Range

      Similarly use dynamic calculations on Copy Range

    14. We will append “_new” to the new CSV file name in Save As Workbook

      Use the loop variable for Save as Workbook

    15. Like Outlook sample, you need to release the package and publish to the library. You can do so either from the SAP Process Automation Lobby or from within the project.

  • Step 3
    1. Let us create a brand new Automation project Main Automation

      Create a new Automation Project

    2. Include both Excel and Outlook projects as dependency. Here I am adding Excel Project. Similarly you have to add outlook sample project

      Add Excel and Outlook projects as dependency

    3. this is the result after adding both projects as dependency

      final dependent projects added

    4. We will call this new project as Main Automation project

      project creation

    5. Add both outlook sample and excel sample projects (i named it as Excel Cloud Link) to the flow

      add 2 automations to the flow

    6. Save Project and test the project to see the result by yourself

    7. In the end, when this tutorial was tested, we used this below source data

      Source Excel Data

    8. After Automaton is executed, it has filtered the data (Town starting with a), hide a column (Column F with title storey_range) and resultant excel will look like this

      Final Excel Data

    Which activity you will use to add custom code?

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