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Thread: Search string and return file name and Path

  1. #1

    Search string and return file name and Path

    Hi,

    I am looking for a VBA Excel code to find a set of strings and return file name and path. The string may be in any of the sub folders and code should return the exact file name and path to show where it is located.

    For e.g. I have a spread sheet with a list of check numbers (number or text) available in column A, i.e. from cell A2 to A20. The code should execute and select a master path then it should return the file name and file path to show where the check number is located.

    Appreciate your help on this.

    Thank you,
    Shan
    Attached Files Attached Files

  2. #2
    VBAX Expert Leith Ross's Avatar
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    Hello Shan,

    Is the check number part of the file name?

    Is the starting directory (folder) the same as the workbook with the check numbers?
    Sincerely,
    Leith Ross

    "1N73LL1G3NC3 15 7H3 4B1L17Y 70 4D4P7 70 CH4NG3 - 573PH3N H4WK1NG"

  3. #3
    Hi Leith,

    The check number will be in any of the tab and in any of the column under that tab. If the specific check number found, then, the output of the 2 columns in the input should have file name and file path respectively.

    The file may exists in any of the folder. For an example, I may run the macro spreadsheet from the desktop and the searched file (say 1 check) may be available in d://records/2015/Jan/ and the other check will be in d://records/2016/Feb/.. something like this.

    Thank you,
    Shan

  4. #4
    VBAX Expert Leith Ross's Avatar
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    Hello Shan,

    It seems the macro should let you choose which folder to you want to start the search in. Will the search be just for xlsx workbooks or xlsm or both?
    Sincerely,
    Leith Ross

    "1N73LL1G3NC3 15 7H3 4B1L17Y 70 4D4P7 70 CH4NG3 - 573PH3N H4WK1NG"

  5. #5
    Hi Leith,

    The search would be in both xls and xlsx.

    Thank you,
    Shan

  6. #6
    VBAX Expert Leith Ross's Avatar
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    Hello Shan,

    There are two macros for this task. The first macro "GetFiles" recursively searches the parent folder, the one you choose to start with, and all it's sub-folders for workbooks with an XLS or XLSX etension and returns an array of file objects.

    The second macro "FindChecks" step through the array "FileList" and opens each file. Once open, the macro checks each worksheet in the workbook for each check number listed in column "A". When a match is found, the file name, file path, sheet name and cell address are returned to cells to the right of the check number.

    On "Sheet1" of the attached workbook. I have added a button to run the macro. Let me know if this is close to what you wanted.

    Module1 Code
    Private FileList    As Variant
    Private oShell      As Object
    
    Function GetFiles(ByVal Folder As Variant)
    
        Dim File        As Object
        Dim Files       As Object
        Dim SubFolder   As Object
        Dim SubFolders  As Object
    
            If oShell Is Nothing Then Set oShell = CreateObject("Shell.Application")
            
            Set Folder = oShell.Namespace(Folder)
            
            Set Files = Folder.Items
                Files.Filter 64, "*.xls;*.xlsx"
                
                If VarType(FileList) = vbEmpty Then ReDim FileList(0)
                
                For Each File In Files
                    Set FileList(UBound(FileList)) = File
                    ReDim Preserve FileList(UBound(FileList) + 1)
                Next File
                
            Set SubFolders = Folder.Items
                SubFolders.Filter 32, "*"
                
                For Each SubFolder In SubFolders
                    Call GetFiles(SubFolder.Path)
                Next SubFolder
                
            GetFiles = FileList
            
    End Function
    
    Sub FindChecks()
    
        Dim Cell        As Range
        Dim CheckCell   As Range
        Dim File        As Variant
        Dim Folder      As Variant
        Dim MainRng     As Range
        Dim n           As Long
        Dim MainWks     As Worksheet
        Dim Wkb         As Workbook
        Dim Wks         As Worksheet
    
            Set MainWks = ThisWorkbook.Worksheets("Sheet1")
            
            Set MainRng = MainWks.Range("A1").CurrentRegion
            Set MainRng = Intersect(MainRng, MainRng.Offset(1, 0))
            
            If MainRng Is Nothing Then Exit Sub
            
            With Application.FileDialog(msoFileDialogFolderPicker)
                .Show
                If .SelectedItems.Count = 0 Then Exit Sub
                Folder = .SelectedItems(1)
            End With
                
            Application.ScreenUpdating = False
                
                FileList = Empty
                FileList = GetFiles(Folder)
                
                If UBound(FileList) = 0 Or VarType(FileList) = vbEmpty Then
                    MsgBox "No XLS or XLSX files were found in the folder """ & Folder & """ or it's Subfolders.", vbExclamation
                    Application.ScreenUpdating = True
                    Exit Sub
                End If
                
                For n = 0 To UBound(FileList) - 1
                    DoEvents
                    Set Wkb = Workbooks.Open(FileList(n).Path)
                    
                    For Each Wks In Wkb.Worksheets
                        For Each Cell In MainRng.Columns(1).Cells
                            Set CheckCell = Wks.Cells.Find(Cell.Value, , xlValues, xlWhole, xlByRows, xlNext, False, False, False)
                    
                            If Not CheckCell Is Nothing Then
                                Cell.Resize(1, 4).Value = Array(Wkb.Name, Wkb.Path, Wks.Name, Cell.Address)
                            End If
                        Next Cell
                    Next Wks
                
                    Wkb.Close SaveChanges:=False
                Next n
                
            Application.ScreenUpdating = True
            
    End Sub
    Attached Files Attached Files
    Sincerely,
    Leith Ross

    "1N73LL1G3NC3 15 7H3 4B1L17Y 70 4D4P7 70 CH4NG3 - 573PH3N H4WK1NG"

  7. #7
    Hi Leith,

    Thank you for the script. I ran the macro, but, the didn't return the result, i.e. there is no results found in the desired columns. Also, I have noticed 2 issues,

    1. Longer time: It look 7 mins to search (however no results found) to search 4 check details out of 153 excel spreadsheets, whereas, I am eventually going to search about nearly 5000 checks with 10,000 spreadsheets and I cant imagine the number of hours it may took to get the desire output. The macro search opens up each spreadsheet from the parent directory and I am not sure if this is really needed and may cause the slowness.

    2. I have also noticed that the same checks may found in multiple spreadsheet, so, i am thinking of how to display the results when same check found in multiple spreadsheets/files.

    I really appreciate if you could help me resolve these issues.
    Thank you,
    Shan

  8. #8
    VBAX Expert Leith Ross's Avatar
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    Hello Shan,

    I have spent quite a bit of time testing and refining the macros. This workbook is the result. Do not be mislead by the length of the code into believing it must be slow. Optimized code often requires using more advanced code techinques to exploit both software and hardware.

    The biggest challenge was dealing with zipped folders. The code will handle a zipped folder that does not contain other zipped folders. If this type of folder is encountered then the macro will error and stop. This type of error can not be trapped.

    Here is the workbook and the macro code used. The layout is same as the previous posts.

    Moudle1 Code
    Global oShell       As Object
    Private FileList    As Variant
    
    Function GetFiles(ByVal Folder As Variant)
    
        Dim File        As Object
        Dim Files       As Object
        Dim SubFolder   As Object
        Dim SubFolders  As Object
    
            If oShell Is Nothing Then Set oShell = CreateObject("Shell.Application")
            
            Set Folder = oShell.Namespace(Folder)
            
            Set Files = Folder.Items
                Files.Filter 64, "*.xls;*.xlsx"
                
                If VarType(FileList) = vbEmpty Then ReDim FileList(0)
                
                For Each File In Files
                    Set FileList(UBound(FileList)) = File
                    ReDim Preserve FileList(UBound(FileList) + 1)
                Next File
                
            Set SubFolders = Folder.Items
                SubFolders.Filter 32, "*"
                
                For Each SubFolder In SubFolders
                    Call GetFiles(SubFolder.Path)
                Next SubFolder
                
            GetFiles = FileList
            
    End Function
    
    Sub FindChecks()
    
        Dim c           As Long
        Dim Cell        As Range
        Dim Check       As Variant
        Dim Checks      As Object
        Dim CheckRng    As Range
        Dim Data        As Variant
        Dim File        As Variant
        Dim Folder      As Variant
        Dim n           As Long
        Dim MainWks     As Worksheet
        Dim r           As Long
        Dim RngBeg      As Range
        Dim RngEnd      As Range
        Dim Wkb         As Workbook
        Dim Wks         As Worksheet
    
            Set MainWks = ThisWorkbook.Worksheets("Sheet1")
            
            Set CheckRng = MainWks.Range("A1").CurrentRegion.Columns(1)
            Set CheckRng = Intersect(CheckRng, CheckRng.Offset(1, 0))
            
            If CheckRng Is Nothing Then Exit Sub
            
            MainWks.UsedRange.Offset(1, 1).ClearContents
            
            With Application.FileDialog(msoFileDialogFolderPicker)
                .Show
                If .SelectedItems.Count = 0 Then Exit Sub
                Folder = .SelectedItems(1)
            End With
                
            Application.ScreenUpdating = False
            Application.Calculation = xlCalculationManual
            
                FileList = Empty
                FileList = GetFiles(Folder)
                
                If UBound(FileList) = 0 Or VarType(FileList) = vbEmpty Then
                    MsgBox "No XLS or XLSX files were found in the folder """ & Folder & """ or it's Subfolders.", vbExclamation
                    Application.ScreenUpdating = True
                    Exit Sub
                End If
                
                Set Checks = CreateObject("Scripting.Dictionary")
                Checks.CompareMode = vbTextCompare
                
                    For Each Check In CheckRng.Cells
                        If Not Checks.Exists(Check.Value) Then
                            Checks.Add Check.Value, Check
                        End If
                    Next Check
                
                    For n = 0 To UBound(FileList) - 1
                        DoEvents
                        
                      ' Check if folder zipped.
                        If FileList(n).Parent.Self.Type Like "*zipped*" Then
                            UnzipFolder FileList(n).Parent.Self.Path
                            Set Folder = oShell.Namespace(Environ("TEMP") & "\Unzip")
                            
                            For Each File In Folder.Items
                                Set Wkb = Workbooks.Open(File.Path)
                                    GoSub SearchWorksheets
                                Wkb.Close SaveChanges:=False
                            Next File
                        Else
                            Set Wkb = Workbooks.Open(FileList(n).Path)
                                GoSub SearchWorksheets
                            Wkb.Close SaveChanges:=False
                        End If
                    Next n
               
            Application.Calculation = xlCalculationAutomatic
            Application.ScreenUpdating = True
            
    Exit Sub
    
    
    SearchWorksheets:
    
                For Each Wks In Wkb.Worksheets
                    Set RngBeg = Wks.Cells.Find("*", Wks.Cells(Rows.Count, Columns.Count), xlFormulas, xlPart, xlByColumns, xlNext, False, False, False)
                            
                    If Not RngBeg Is Nothing Then
                        r = Wks.Cells.Find("*", , xlFormulas, xlWhole, xlByRows, xlPrevious, False, False, False).Row
                        c = Wks.Cells.Find("*", , xlFormulas, xlWhole, xlByColumns, xlPrevious, False, False, False).Column
                        Set RngEnd = Wks.Cells(r, c)
                    End If
                            
                    On Error Resume Next
                        Data = Wks.Range(RngBeg, RngEnd).Value
                            
                        If Err = 0 Then
                            For r = 1 To UBound(Data, 1)
                                For c = 1 To UBound(Data, 2)
                                    If Checks.Exists(Data(r, c)) Then
                                        With Checks(Data(r, c)).Offset(0, 1)
                                            Fields = Array(.Offset(0, 0) & Wkb.Name & "*", _
                                                .Offset(0, 1) & FileList(n).Parent.Self.Path & "*", _
                                                .Offset(0, 2) & Wks.Name & "*", _
                                                .Offset(0, 3) & RngBeg.Offset(r - 1, c - 1).Address & "*")
                                            .Resize(1, 4).Value = Fields
                                        End With
                                    End If
                                Next c
                            Next r
                        End If
                                
                    On Error GoTo 0
                Next Wks
    
    Return
    
    End Sub
    UnZip_Folder Code
    Sub UnzipFolder(ByVal zipPath As Variant)
    
        Dim File    As Variant
        Dim Files   As Variant
        Dim Folder  As Variant
        Dim Target  As Variant
      
        ' Unzip files in the Zip folder to "C:\..\Temp\Unzip" in the users account.
        '
        ' Written:  April 26, 2016
        ' Author:   Leith Ross
        
            If Module1.oShell Is Nothing Then Set Module1.oShell = CreateObject("Shell.Application")
            
            With oShell
                Set Folder = .Namespace(zipPath)
                
                Set Target = .Namespace(Environ("TEMP") & "\Unzip\")
                  ' Create the directory if it is missing.
                    If Target Is Nothing Then
                        MkDir Environ("TEMP") & "\Unzip"
                    End If
                        
                  ' Send any files in the Target directory to the Recycle Bin.
                    If Target.Items.Count > 0 Then
                        .Namespace(10).MoveHere Target.Items, 68
                    End If
                        
              ' The Shell automatically unzips the files in the Zip folder when copied or moved.
                Set Files = Folder.Items
                
                Files.Filter 64, "*.xls;*.xlsx"
                
                For Each File In Files
                    .Namespace(Target).CopyHere File, 76
                Next File
            End With
    
    End Sub
    Attached Files Attached Files
    Sincerely,
    Leith Ross

    "1N73LL1G3NC3 15 7H3 4B1L17Y 70 4D4P7 70 CH4NG3 - 573PH3N H4WK1NG"

  9. #9
    Thank you so much Leith. Unfortunately, I am still encountering 2 issues.

    1. The searching check# is available in the searched spread sheet but still our input file is still not recognizing and showing results, I doubt that this could be due to the number format issue, because, my input cell value is in "text" format but the actual file cell value check# is in "general" format. I am not too sure about this. The reason behind is, when I search "number" to "number", it is showing result but if the format is not is same as in the input/search file, the result is not coming up.

    2. The check# is in multiple file, but, result is showing 1 path and not multiple path where the other check# is located in another path.

    Thanks again for all the help you are providing.
    Thank you,
    Shan

  10. #10
    VBAX Expert Leith Ross's Avatar
    Joined
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    Hello Shan,

    What type of file is your input file? The macro expects all files to be Excel workbooks of the type XLS or XLSX. Any other file type is ignored.

    The search value is typed as a Variant. It does not care if it is a number or text. However, if you have leading or trailing spaces in the cell then a match may not happen. I can add code to remove any leading or trailing spaces but this will slow the macro code down. When it comes to search success, consistency is the key.

    In my testing of the new code, I did not encounter problem #2. Can you provide me with an example from one of your test runs?
    Sincerely,
    Leith Ross

    "1N73LL1G3NC3 15 7H3 4B1L17Y 70 4D4P7 70 CH4NG3 - 573PH3N H4WK1NG"

  11. #11
    Hi Leith,

    Please find attached the example. Kindly search this check after placed it in the folder and see if you can run the macro and find the path and other details. Also, place the same file in any other folder and see if you're getting multiple folder details as well (this for #2).
    Attached Files Attached Files
    Thank you,
    Shan

  12. #12
    VBAX Expert Leith Ross's Avatar
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    Hello Shan,

    The macro will now search for both a text and number version for the checks. Try out the attached workbook or update your original with the corrected Module1 code shown. Let me know the reults.

    Module1 Code
    Global oShell       As Object
    Private FileList    As Variant
    
    Function GetFiles(ByVal Folder As Variant)
    
        Dim File        As Object
        Dim Files       As Object
        Dim SubFolder   As Object
        Dim SubFolders  As Object
    
            If oShell Is Nothing Then Set oShell = CreateObject("Shell.Application")
            
            Set Folder = oShell.Namespace(Folder)
            
            Set Files = Folder.Items
                Files.Filter 64, "*.xls;*.xlsx"
                
                If VarType(FileList) = vbEmpty Then ReDim FileList(0)
                
                For Each File In Files
                    Set FileList(UBound(FileList)) = File
                    ReDim Preserve FileList(UBound(FileList) + 1)
                Next File
                
            Set SubFolders = Folder.Items
                SubFolders.Filter 32, "*"
                
                For Each SubFolder In SubFolders
                    Call GetFiles(SubFolder.Path)
                Next SubFolder
                
            GetFiles = FileList
            
    End Function
    
    Sub FindChecks()
    
        Dim c           As Long
        Dim Cell        As Range
        Dim Check       As Range
        Dim Checks      As Object
        Dim CheckRng    As Range
        Dim Data        As Variant
        Dim File        As Variant
        Dim Folder      As Variant
        Dim n           As Long
        Dim MainWks     As Worksheet
        Dim r           As Long
        Dim RngBeg      As Range
        Dim RngEnd      As Range
        Dim Wkb         As Workbook
        Dim Wks         As Worksheet
    
            Set MainWks = ThisWorkbook.Worksheets("Sheet1")
            
            Set CheckRng = MainWks.Range("A1").CurrentRegion.Columns(1)
            Set CheckRng = Intersect(CheckRng, CheckRng.Offset(1, 0))
            
            If CheckRng Is Nothing Then Exit Sub
            
            MainWks.UsedRange.Offset(1, 1).ClearContents
            
            With Application.FileDialog(msoFileDialogFolderPicker)
                .Show
                If .SelectedItems.Count = 0 Then Exit Sub
                Folder = .SelectedItems(1)
            End With
                
                FileList = Empty
                FileList = GetFiles(Folder)
                
                If UBound(FileList) = 0 Or VarType(FileList) = vbEmpty Then
                    MsgBox "No XLS or XLSX files were found in the folder """ & Folder & """ or it's Subfolders.", vbExclamation
                    Application.ScreenUpdating = True
                    Exit Sub
                End If
                
            Application.ScreenUpdating = False
            Application.Calculation = xlCalculationManual
            
                Set Checks = Nothing
                Set Checks = CreateObject("Scripting.Dictionary")
                Checks.CompareMode = vbTextCompare
                
                    For Each Check In CheckRng.Cells
                             If Not Checks.Exists(Check.Value) Or Not Checks.Exists(Check.Text) Then
                                On Error Resume Next
                                    Checks.Add Val(Check.Value), Check
                                    Checks.Add Check.Text, Check
                                On Error GoTo 0
                            End If
                    Next Check
                
                    For n = 0 To UBound(FileList) - 1
                        DoEvents
                        
                      ' Check if folder zipped.
                        If FileList(n).Parent.Self.Type Like "*zipped*" Then
                            UnzipFolder FileList(n).Parent.Self.Path
                            Set Folder = oShell.Namespace(Environ("TEMP") & "\Unzip")
                            
                            For Each File In Folder.Items
                                Set Wkb = Workbooks.Open(File.Path)
                                    GoSub SearchWorksheets
                                Wkb.Close SaveChanges:=False
                            Next File
                        Else
                            Set Wkb = Workbooks.Open(FileList(n).Path)
                                GoSub SearchWorksheets
                            Wkb.Close SaveChanges:=False
                        End If
                    Next n
               
            Application.Calculation = xlCalculationAutomatic
            Application.ScreenUpdating = True
            
    Exit Sub
    
    
    SearchWorksheets:
    
                For Each Wks In Wkb.Worksheets
                    Set RngBeg = Wks.Cells.Find("*", Wks.Cells(Rows.Count, Columns.Count), xlFormulas, xlPart, xlByColumns, xlNext, False, False, False)
                            
                    If Not RngBeg Is Nothing Then
                        r = Wks.Cells.Find("*", , xlFormulas, xlWhole, xlByRows, xlPrevious, False, False, False).Row
                        c = Wks.Cells.Find("*", , xlFormulas, xlWhole, xlByColumns, xlPrevious, False, False, False).Column
                        Set RngEnd = Wks.Cells(r, c)
                    End If
                            
                        If Not RngBeg Is Nothing And Not RngEnd Is Nothing Then
                            With Wks.Range(RngBeg, RngEnd)
                                If .Cells.Count = 1 Then
                                    ReDim Data(1, 1)
                                    Data(1, 1) = .Value
                                Else
                                    Data = .Value
                                End If
                            End With
                            
                            For r = 1 To UBound(Data, 1)
                                For c = 1 To UBound(Data, 2)
                                    If Checks.Exists(Data(r, c)) Then
                                        With Checks(Data(r, c)).Offset(0, 1)
                                            Fields = Array(.Offset(0, 0) & Wkb.Name & "*", _
                                                .Offset(0, 1) & FileList(n).Parent.Self.Path & "*", _
                                                .Offset(0, 2) & Wks.Name & "*", _
                                                .Offset(0, 3) & RngBeg.Offset(r - 1, c - 1).Address & "*")
                                            .Resize(1, 4).Value = Fields
                                        End With
                                    End If
                                Next c
                            Next r
                        End If
                                                            
                Next Wks
    
    Return
    
    End Sub
    Attached Files Attached Files
    Sincerely,
    Leith Ross

    "1N73LL1G3NC3 15 7H3 4B1L17Y 70 4D4P7 70 CH4NG3 - 573PH3N H4WK1NG"

  13. #13
    Thank you so much Leith, you are awesome! I have one more issue (I guess, this should be the final one).

    The spreadsheet under the search folder do have file 'link' in any of the cell. With this, the search files open up every single time when executing the macro and showing the message box as "Update", "Do not Update". Is there a way you can hit "esc" button for such type files instead of manually select "Do not Update"? Or sometimes it is asking "Yes", "No" to open the file and on that case, it should hit "yes". The reason behind for the request is, I am searching for about 1,000 files and I have click 1,000 times if I get any of the mentioned message box.
    Thank you,
    Shan

  14. #14
    VBAX Expert Leith Ross's Avatar
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    Hello Shan,

    Sorry for the delay. Are the links you are referring to the links in the workbook to other data sources or hyperlinks on the worksheets? I think it is the former since the workbook will display a message when the workbook opens. I just want to be certain we are talking about the same thing.
    Sincerely,
    Leith Ross

    "1N73LL1G3NC3 15 7H3 4B1L17Y 70 4D4P7 70 CH4NG3 - 573PH3N H4WK1NG"

  15. #15
    Hi Leith,

    I am referring to the links in the worksheet that are from the other source of worksheets. After few more testing, the searches are not performing leading zeroes, that is, '00000700048' is in the path folder for the input search check# '700048' does not providing search result, please also look into this.

    I have also requested the search results in the path folder instead of separate columns and by separate line item for each duplicate searches in my previous thread along with screen shot attachment, kindly look into that as well.
    Thank you,
    Shan

  16. #16
    VBAX Expert Leith Ross's Avatar
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    Hello Shan,

    I don't see any screen shot attached to your last post.
    Sincerely,
    Leith Ross

    "1N73LL1G3NC3 15 7H3 4B1L17Y 70 4D4P7 70 CH4NG3 - 573PH3N H4WK1NG"

  17. #17
    Hi Leith,

    You are correct, I don't know how it got missed or I have not properly posted that, I am attaching here the screen shot now.
    Attached Images Attached Images
    Thank you,
    Shan

  18. #18
    VBAX Expert Leith Ross's Avatar
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    Hello Shan,

    Here is the updated workbook. This now kists the found checks on a separate sheet named "Checks Found". The checks are listed from smallest to largest with a separator line between different check numbers.

    As for the problem with inputting leading zeroes, you will have to enter them to get a match. Trying to write code to guess what you have input to match a file name would slow execution to crawl.
    Sincerely,
    Leith Ross

    "1N73LL1G3NC3 15 7H3 4B1L17Y 70 4D4P7 70 CH4NG3 - 573PH3N H4WK1NG"

  19. #19
    VBAX Expert Leith Ross's Avatar
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    The case of the disappearing attachments. Let's try this again...
    Attached Files Attached Files
    Sincerely,
    Leith Ross

    "1N73LL1G3NC3 15 7H3 4B1L17Y 70 4D4P7 70 CH4NG3 - 573PH3N H4WK1NG"

  20. #20
    Hi Leith,

    Thank you for the updated macro. It does resolve file path item request, search results in a separate line item request and leading zero issue request. However, I ran into the few other issues as below:
    1. Link update issue - This item is still not resolved (have attached screen shot to show that)
    2. Even if the file is a xls or xlsx, If the spread sheet is not valid or corrupted, macro should skip and move to search others. But currently, it is debugging and closing out of the script. Please see if these types can be skipped and continue running the searches and move one. I have also attached the screen shots to show how it look like.

    Also, can we have the macro execution progress shown some where and alert me when the overall search is completed?

    Thanks again for all the help you are doing for me.
    Attached Images Attached Images
    Thank you,
    Shan

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