Automating JSON Data Extraction in Excel

Learn how to automate the process of extracting and processing JSON data directly in Excel. This guide covers various methods from built-in tools to VBA solutions for handling JSON data efficiently.

Whether you're dealing with data analysis, reporting, or integration with other systems, automating JSON data extraction can save time and reduce errors. We'll explore techniques using Power Query, VBA scripting, Power Automate, custom functions, and more.

Power Query is a powerful tool in Excel that allows you to import and transform data from various sources, including JSON files. Here's how to automate JSON data extraction using Power Query:

1. Go to Data → Get Data → From File → From JSON.
2. Select your JSON file and click Import.
3. In the Power Query Editor, you'll see your JSON data. Click To Table in the Convert section to transform it into a table.
4. Expand nested columns by clicking the expand button () next to the column header.
5. Apply any necessary transformations, such as filtering rows or changing data types.
6. Click Close & Load to import the transformed data into Excel.

You can set up a refresh schedule to automate the data extraction process, ensuring your Excel workbook always contains the latest data.

For more control over the data extraction process, you can use VBA (Visual Basic for Applications) to parse JSON data:

Sub ImportJSON()
    ' Reference: Microsoft Scripting Runtime
    Dim FSO As New FileSystemObject
    Dim JsonTS As TextStream
    Dim JsonText As String
    Dim Dict As Object

    ' Create ScriptControl for parsing JSON
    Dim SC As Object
    Set SC = CreateObject("MSScriptControl.ScriptControl")
    SC.Language = "JScript"

    ' Read JSON file
    Set JsonTS = FSO.OpenTextFile("C:\data.json", ForReading)
    JsonText = JsonTS.ReadAll
    JsonTS.Close

    ' Parse JSON
    Set Dict = SC.Eval("(" & JsonText & ")")

    ' Write to Excel
    With ThisWorkbook.Sheets("Sheet1")
        .Cells(1, 1).Value = "Key"
        .Cells(1, 2).Value = "Value"
        
        Dim i As Long
        i = 2
        
        ' Loop through JSON properties
        For Each Key In Dict
            .Cells(i, 1).Value = Key
            .Cells(i, 2).Value = Dict(Key)
            i = i + 1
        Next Key
    End With
End Sub

This VBA script reads a JSON file, parses it, and writes the data to an Excel worksheet. You can modify the script to handle nested objects or arrays as needed.

Note: You may need to enable the Microsoft Scripting Runtime and Microsoft Script Control references in your VBA environment.

Microsoft Power Automate (formerly Flow) allows you to create automated workflows between your favorite apps and services. Here's how to use it for JSON data extraction:

• Create a new flow in Power Automate.
• Add an HTTP trigger or scheduled trigger, depending on your needs.
• Use the Parse JSON action to interpret the JSON data.
• Add the Excel Online connector to interact with your Excel files stored in OneDrive or SharePoint.
• Configure actions like Add a row into a table to insert data into Excel.
• Set up scheduling or triggers to automate the workflow.

This method is ideal for real-time data updates and can handle complex scenarios with minimal coding.

You can create custom VBA functions to parse JSON directly within Excel formulas:

Function ParseJSONValue(jsonString As String, path As String) As Variant
    ' Reference: Microsoft Scripting Runtime
    Dim SC As Object
    Set SC = CreateObject("MSScriptControl.ScriptControl")
    SC.Language = "JScript"
    
    On Error Resume Next
    ' Parse JSON and extract value
    ParseJSONValue = SC.Eval("(" & jsonString & ")." & path)
    On Error GoTo 0
End Function

' Usage in Excel cell:
' =ParseJSONValue(A1, "user.name")

Replace A1 with the cell containing your JSON string and "user.name" with the path to the value you want to extract.

This approach allows you to dynamically extract data from JSON strings within your worksheets.

• Arrays: Use Power Query's expand features to flatten arrays into rows.
• Nested Objects: Create separate tables for nested objects and establish relationships using Excel's data model.
• Large Files: Implement batch processing or consider using Power BI for more efficient handling.
• Real-time Updates: Use Power Automate with triggers based on events, such as receiving an email or updating a file.

Understanding the structure of your JSON data is crucial for choosing the right method and handling complex scenarios effectively.

• Validate JSON Structure: Always ensure your JSON data is well-formed before processing.
• Implement Error Handling: Include error checks in your scripts or queries to handle exceptions gracefully.
• Document Automation Processes: Keep detailed documentation of your automation steps for future reference and maintenance.
• Consider Performance: Optimize your methods for large datasets to prevent slowdowns or crashes.
• Regular Maintenance: Update your scripts and flows to accommodate changes in data structure or software updates.
• Test with Sample Data: Before deploying, test your automation with sample data to ensure it works as expected.
• Back Up Data: Always back up your Excel files and data sources before running automation tasks.

• Check JSON Validity: Use a JSON validator to ensure your data is correctly formatted.
• Verify File Paths and Permissions: Ensure your scripts have access to the necessary files and directories.
• Monitor Memory Usage: Large datasets can consume significant memory; monitor usage to prevent issues.
• Log Processing Steps: Implement logging to track the progress and identify where errors occur.
• Handle Timeouts: Set appropriate timeouts for network requests and long-running processes.

By proactively addressing potential issues, you can create a more reliable automation process.