Overview
When the Flowsite integration is working correctly, Dashpivot data flows into Excel on a scheduled basis. If your Excel file isn't showing the latest data, it's almost always caused by one of a few things: the flow hasn't run yet, Excel hasn't been refreshed, the wrong template is connected, or too many active forms are slowing the export down. This article walks through each scenario in order of how commonly they occur.
What's happening
Flowsite exports Dashpivot data as a CSV on a set schedule (e.g. daily at 5am) and stores it as a hosted file. When you refresh Excel, Power Query fetches that file. If the flow hasn't run since new forms were submitted — or if Excel hasn't been refreshed since the last successful run — the data in Excel will be out of date.
Flowsite does not sync in real time. It captures a snapshot of your data each time a scheduled or manual run completes.
Why this happens
Symptom | Most likely cause |
New forms submitted in Dashpivot aren't showing in Excel | The flow hasn't run since those forms were submitted, or Excel hasn't been refreshed since the last run |
Excel is showing the same data as yesterday | The flow ran successfully but Excel wasn't refreshed afterwards |
Some forms are missing but others appear | "Active forms only" is enabled and some forms are archived, or the flow is filtering by workflow stage |
Data suddenly stopped updating after previously working | A recent flow run failed or timed out |
Only forms from certain workflow stages appear | The flow is configured to export only forms at a specific workflow stage — forms not yet at that stage won't appear |
Flow runs are failing or timing out | The connected template has too many active forms and the export is exceeding the processing limit |
How to fix it
1. Manually trigger the flow, then refresh Excel
The most common cause of missing data is that the scheduled run hasn't fired yet since new forms were submitted, or Excel wasn't refreshed after the last run.
Log in to Flowsite and open your workspace.
Go to the Flows tab and find the relevant flow.
Click Run Now (or Trigger flow manually) to force an immediate export.
Wait for the run to complete — check the Runs tab and confirm it shows as successful.
Open Excel and click Data > Refresh All.
Always confirm the most recent run completed successfully in the Runs tab before refreshing Excel. If the last run shows a failure, see step 4 below.
2. Check the correct Dashpivot template is connected
If data from a specific template isn't appearing at all, the flow may be pointing to the wrong or an outdated template.
In Flowsite, open the flow and check which Dashpivot template is connected.
In Dashpivot, confirm this matches the template users are actively submitting forms to.
If the wrong template is connected — for example, a new template was created to replace an old one — contact us via live chat in Dashpivot to update the integration.
Forms submitted to a template that isn't connected to Flowsite will never appear in Excel, regardless of how many times you refresh.
3. Check "Active forms only" and workflow stage filters
Flowsite can be configured to export only active (non-archived) forms, or only forms at a specific stage of a workflow. If certain forms are missing, check these settings first.
In Flowsite, open the relevant flow and review the configuration.
If Active forms only is enabled, archived forms will not appear in the export — this is expected behaviour.
If the flow is filtering by workflow stage, only forms that have reached that stage will be exported. Forms still in earlier stages won't appear until they progress.
If you need all forms regardless of archive status or workflow stage, contact us via live chat in Dashpivot to update the flow configuration.
4. Check for failed or timed-out runs
If the flow appears to be running but data still isn't updating, a run may be failing silently.
In Flowsite, go to the Runs tab for the affected flow.
Look for runs marked as Failed or Timed out.
If runs are timing out, the most common cause is a high volume of active forms in the connected template — the export takes too long to process when there are thousands of active forms.
To reduce export time and improve run reliability:
In Dashpivot, archive forms that are no longer needed. Note: enabling "Active forms only" in Flowsite alone is not enough — the forms must actually be archived inside Dashpivot to reduce the export volume.
Templates with 2,000+ active forms are particularly prone to timeouts. Archiving older records is the most effective fix.
Manual retry: On Pro plans and above, you can manually retry a failed run directly from the Runs tab. On Standard plans, the next scheduled run will attempt automatically.
If runs continue to fail after archiving, contact us via live chat in Dashpivot.
5. Confirm Excel has been refreshed after the run
Even when Flowsite runs successfully, Excel does not update automatically — you must trigger a manual refresh each time.
Open the Excel file.
Go to Data > Refresh All.
If prompted for credentials, enter them using the Basic tab.
If the data still doesn't update after a confirmed successful Flowsite run and a full Excel refresh, the Power Query connection may need to be re-established. See the article Excel File Not Uploading or Refreshing via Flowsite for steps.
6. Check for specific fields not syncing
If all forms appear in Excel but specific fields within them are blank or showing incorrect values, this is usually a data mapping issue rather than a sync problem.
Common causes:
Extra spaces in a Dashpivot field value preventing lookup keys from matching (e.g.
" plant"instead of"plant")A field value that doesn't match the format expected by the Power Query configuration
A field recently added to the Dashpivot template that hasn't been added to the Power Query steps yet
If specific fields aren't syncing correctly, contact us via live chat in Dashpivot with details of which fields are affected and any recent template changes.
If the issue continues
If none of the above steps resolve the issue, reach out via live chat in Dashpivot and include:
The Flowsite workspace URL and flow URL
The Dashpivot template link
A screenshot of the Runs tab showing the most recent run status
Details of what data is missing and when it was last working correctly
Our team will check the run history, confirm whether the export is completing successfully, and investigate any configuration issues with your flow.