Description:

This step reads data from an Excel workbook and maps individual cell values to FlowWright Variables or Global Variables.

The Map Excel Cells to Variables workflow step opens an Excel workbook from a specified file path, optionally selects a worksheet, reads one or more configured cell locations, and stores the corresponding values in FlowWright workflow variables.

The mapping between Excel cells and FlowWright Variables is fully configurable, allowing workflows to dynamically retrieve configuration values, business data, lookup information, parameters, or user-supplied information from Excel spreadsheets without requiring custom code.

This step provides an efficient way to automate data extraction from Excel documents for approval workflows, reporting, integrations, document generation, financial processing, and business process automation.

The step supports:

• Reading Microsoft Excel workbooks
• Optional worksheet selection
• Mapping Excel cells to Variables or Global Variables
• Multiple cell mappings within a single step
• Integration with FlowWright workflow variables
• Automated Excel data extraction

This step can be used for:

• Configuration loading
• Financial processing
• Report generation
• Data import
• Workflow initialization
• Business rule configuration
• Business process automation

Usage:

The Map Excel Cells to Variables step is typically placed near the beginning of a workflow to initialize variables before business logic, approvals, document generation, or system integrations.

The workflow opens the specified Excel workbook, retrieves the configured cell values, populates the mapped Variables or Global Variables, and continues processing using those values.

A typical workflow might look like this:

Once the variables have been populated, later workflow steps can:

• Generate documents
• Populate forms
• Execute business rules
• Call REST APIs
• Send notifications
• Create reports
• Continue workflow processing

The Excel workbook must already exist and be accessible before this step is executed.

Example:

Let’s build and execute the “clsExcelToVarsGlobalDef” example:

• Create a new process definition named “clsExcelToVarsGlobalDef” and open it in designer mode. 
• Drag a “clsExcelToVarsGlobal” step to the canvas.
• Connect the dots between the “Start” and “clsExcelToVarsGlobal” steps, as shown above. 
• Click the "clsExcelToVarsGlobal" step to configure its "Required" properties. Provide a name for the step and the path to the Excel file. Click the button to create the mappings, then click Save. Note: Click the "AI Predict" button for the Copilot to add new process steps that match your process description. 

• An image of the Excel file used in this example is shown below for reference. 

• Click the button to create the mappings. A pop-up window appears for configuration. Click the Add Row (+) button to insert an empty row. Enter the Excel cell reference and a variable or global reference to store the value. Click the Save button. You can insert multiple mappings by using the Add Row button. 

• Click the "clsExcelToVarsGlobal" step to configure its "Optional" properties. Enter the worksheet name. Click the Save button. 

• The “Logging” configuration is necessary for documentation and also measures workflow progress and percent complete. This is achieved by configuring the step state and percent fields individually, as shown in the images below. Configure the “Logging” using the following properties.

• Save the Process Definition. Create a new Process Instance and execute it. When the workflow reaches the Map Excel Cells to Variables step, FlowWright opens the specified Excel workbook, selects the configured worksheet, reads each configured cell, and assigns the retrieved values to the corresponding Variables or Global Variables. If the operation completes successfully, the workflow follows the True return path. If the workbook cannot be found, the worksheet does not exist, one or more cell references are invalid, or the workbook cannot be read, the workflow follows the False return path. Click the process step to view its properties. The step should successfully populate the configured Variables or Global Variables with the corresponding Excel values and return True upon completion.

Tips:

• Verify that the Excel workbook exists before executing the workflow.
• Specify the worksheet name when the workbook contains multiple worksheets.
• Ensure that all configured cell references contain valid data.
• Use descriptive Variable or Global Variable names that clearly identify the imported values.
• Use workflow variables to dynamically specify the Excel file path.
• Keep Excel templates consistent to prevent mapping errors.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with Update Variables, Generate Document, REST Call, Send Email, Database Update, or Conditional Routing workflow steps to automate complete Excel-driven business processes.

Notes:

• The specified Excel workbook must be accessible to the FlowWright server.
• If a worksheet name is not specified, the default worksheet is used.
• The mapping configuration determines which Excel cells populate which FlowWright Variables or Global Variables.
• Invalid worksheet names, invalid cell references, inaccessible files, or unsupported workbook formats may cause the step to return False.
• Empty cells are mapped as empty values.
• This step reads workbook contents but does not modify the Excel file.
• The workflow should include appropriate handling for the False return path.
• Maintaining consistent workbook layouts simplifies workflow maintenance and reduces mapping errors.

Definition Sample:

You may download the sample definition(s) from the link provided and later import them (drag-and-drop) into your FlowWright Process Definition page.

Note: Verify and complete any missing configuration after importing the sample, including:

• Excel file path
• Worksheet name
• Cell-to-variable mappings
• Workflow variable definitions
• File system permissions
• Environment-specific settings

After verifying the configuration, save the Process Definition before execution.

Click here to download the sample file.