Import Achievements from a Spreadsheet Using Power Automate

Process description

This article describes how to import learner achievements into the Achievements list in SharePoint Sapiens using Power Automate and an Excel spreadsheet.
This approach is recommended when achievements already exist outside of SharePoint (for example, historical training records) and need to be imported in a controlled, repeatable way.

Prerequisites

Before you begin, ensure the following requirements are met:

• Access to Power Automate

• Permissions to create items in the Achievements list

• Your Excel file:

  • Is stored in OneDrive for Business or SharePoint Online

  • Uses a defined table (not just a cell range)

• The SharePoint Achievements list includes the required columns:

  • Title

  • User

  • Result

  • Date Achieved

Step-by-step instructions

1. Start a new Power Automate flow

1. Go to Power Automate

2. Select Create → Automated cloud flow

3. Enter a name (for example, Import Achievements from Excel)

4. Choose a trigger:

   • Manually trigger a flow (one-time import)

   • Recurrence (scheduled or recurring imports)

 

2. Read achievement records from Excel

1. Add the action List rows present in a table

2. Configure:

   • Location: OneDrive for Business or SharePoint Online

   • File: Select your Excel file

   • Table: Select the table containing the achievement data

 

3. Process each Excel row

1. Add an Apply to each action

2. Use the value output from the previous step as the input

 

4. Create achievement records in SharePoint

Inside the Apply to each loop:

1. Add the action Create item (SharePoint)
2. Configure:

   • Site Address: Your SharePoint site

   • List Name: Achievements

3. Map Excel columns to SharePoint fields:

SharePoint field	Excel value
Title	Title
User	User (email address)
Achieved	Achieved
Date achieved	Completion date

5. Save and test the flow

1. Click Save

2. Run the flow manually or wait for the scheduled trigger

3. Verify that the achievement records appear correctly in the Achievements list

Tips and best practices

• Always test the flow with a small dataset before running a full import.

• Ensure that:

  • User and Manager fields contain valid email addresses

  • Date fields use a consistent and supported format

• Consider adding a custom tracking column to the Achievements list, such as:

  • Imported (Yes/No)

  • ImportID (unique value from Excel)

These columns help:

• Identify which records were imported

• Prevent duplicate entries

• Enable update logic if the import needs to be re-run

Next steps

• Review imported achievements for accuracy

• Use achievements for:

  • Reporting

  • Compliance tracking

  • Learning progress analysis

• If imports are recurring, consider enhancing the flow with:

  • Duplicate checks

  • Conditional updates instead of creating new items