Feed settings
A library data feed turns an Excel spreadsheet into tabular data that services can search with Validate with data feed and Data feed lookup actions. Each named feed has separate QA and Production sources. The QA validation also supplies a static sample to Prototype.
Open Library settings, select Data feeds, then open an existing feed or select Add data feed.
Understand the feed lifecycle
flowchart LR
A[Choose spreadsheet source] --> B[Set sheet and first data row]
B --> C[Save settings and validate]
C --> D[Review columns, record count and sample]
D --> E[Apply to QA or Production]
E --> F[Use the named feed in page actions]Save settings and validate checks the workbook but does not apply it to QA or Production. On the QA page it also makes a static sample of up to 1,000 rows available to Prototype. An administrator must use the separate environment apply control after validation succeeds.
Name the feed
Set the Data feed name on the QA side. This is the friendly name builders select when configuring a dependent action. Choose a purpose-led name such as “Approved course catalogue”, not the uploaded filename. Production reuses the same feed identity with a different source.
Renaming an established feed can confuse maintainers even though the underlying identifier remains stable. Communicate the change and review dependent actions.
Choose the source
Each environment can use one of two sources:
- File upload — upload the spreadsheet from the device. The uploaded version remains fixed until another validated file is applied.
- SharePoint site — choose a configured site link and paste the sharing link for the Excel file. After the feed is active, later changes to the connected spreadsheet are reflected in the environment within approximately 10 minutes.
A SharePoint feed cannot be applied until the selected site link has itself been tested and applied to that environment.
Use a separate, synthetic QA workbook. Keep the Production workbook in an operational location with a named data owner and controlled edit access.
Select the worksheet and first row
Excel sheet name identifies the worksheet to read when the workbook contains more than one. It is case-sensitive. Excel sheet data first row number skips titles or introductory rows and starts parsing at the stated Excel row.
Keep the spreadsheet simple:
- use one rectangular data table;
- give every column a unique, stable heading;
- avoid merged cells and decorative rows inside the table;
- use a consistent type in each column;
- include a unique key when a lookup must return one record;
- stay within the column and row-by-column cell limits displayed by the Builder.
The first parsed row becomes the set of column names. Changing a heading can break actions and Liquid templates that read that column.
Validate the spreadsheet
Select Save settings and validate. The results show whether the Builder could:
- retrieve the uploaded file or resolve the SharePoint link;
- parse the Excel workbook;
- locate the named worksheet;
- create the Prototype sample for QA;
- read the records within the configured size limits.
Review the reported number of records and the displayed data sample. A green parse result does not prove that the intended sheet, headers or data types were selected.
Apply to an environment
After a successful validation, the screen separates the currently running source from the source awaiting application. Confirm the filename or connected file and the last-modified details, then select Apply to QA environment or Apply to Production environment.
For an upload, the validated file is copied into the target environment. For a SharePoint source, the target environment receives the connection and tracks later spreadsheet updates. The page records who applied the feed and when.
Test dependent service behaviour
In QA, test:
- an exact match;
- no match;
- duplicate matches;
- blank and unusual values;
- different capitalisation and whitespace;
- the maximum expected result set;
- the connected source being unavailable or malformed.
Confirm that a lookup result is assigned only to intended fields and is not exposed in error messages or URLs. Data validation must fail safely when the feed cannot be reached.
Update or delete a feed
Before changing a sheet name, header, source or feed name, find every dependent validation and lookup action. Validate and apply QA first. For a SharePoint feed, coordinate structural spreadsheet changes because automatic refresh can introduce a new structure without a Builder deployment.
The Builder prevents or warns about deleting a feed that is referenced. Deleting a feed link does not delete the original spreadsheet or revoke the SharePoint application credential.