SHAREPOINT ONLINE/OFFICE 365: HOW TO COPY EMAIL ATTACHMENTS TO SHAREPOINT DOCUMENT LIBRARY USING MICROSOFT FLOWS

In this article we will see how we can utilize Microsoft Flows to copy email attachments from Outlook Emails to SharePoint Document Library.

To continue with this demo we can start with adding a document library to SharePoint site, let’s call it “Outlook Attachments”

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Now go to Microsoft Flow designer and start with adding a workflow

As I explained in my earlier articles we need to start with selecting a trigger for this workflow

Since we need to copy the email attachments to document library so we have two Cloud Services “Office 365 Outlook” and “SharePoint Online” to deal with

Select “Office 365 Outlook” as connector and “Office 365 Outlook – When a new email arrives” as trigger to kick off this workflow

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Choose the Outlook folder or subfolder that you want to monitor. Here I am selecting “Inbox” as target folder. This means workflow will trigger only if the email arrives in Inbox folder and rest of the emails will be ignored.

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Set “Has Attachment” = Yes, this settings will further filter out the incoming emails based on if they have attachments or not.

We are only monitoring only emails with attachments and that’s what these filter will achieve for us.

Set “Include Attachments” = Yes, this is required so that Workflow runtime include the binary information of each the attachments and make it available to be written to SharePoint Library.

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Add another action with “SharePoint” as connector

Select “SharePoint – Create file” as trigger, this action will be responsible to write down the attachment binaries to SharePoint Library

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Enter Site URL where we have “Outlook Attachments” document library sitting

Select document library name from the lookup in the Folder Path Field

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Select “Name” property in the File Name field, this property represents the name of the attachment

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Select “Content” in the File Content Field, this property will hold the binary data for the attachment being written to the SharePoint Document Libraries.

Here it is important to note that if we does not set the “Include Attachments” = Yes, then Content property will be null and will cause not write operations takes place

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Add another action to the workflow, which will be responsible to send email after the attachment has been copied to the SharePoint Library

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Select “Office 365 Outlook” as connector

Select “Office 365 Outlook – Send an email” as trigger, this trigger is responsible for sending emails

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Choose or any valid email id in “To”, here I am just selecting the email of me

Specify Subject as applicable

Specify the Body content as required. This content can consist of dynamic tokens provided by Workflow runtime as shown below-

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Saves the Workflow and complete it.

In the following screens we can see the complete workflow steps in one go-

Step-1

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Step-2

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Step-3

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Now let’s test the workflow by sending an email with attachments to myself.

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Once I received the email containing attachments in Inbox Folder, Workflow gets triggered

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Just after that we can see workflow entered into the debug mode as shown below-

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And as soon as it is completed we can see the completion notification email as shown below-

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And we can also see the attachments copied to the “Outlook Attachments” SharePoint Library as shown below-

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Hope you find it helpful.

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SHAREPOINT ONLINE/OFFICE 365: HOW TO DEVELOP APPROVAL WORKFLOWS ON LIST ITEM UPDATE EVENT USING MICROSOFT FLOWS

In this article we will see how to deal with SharePoint Online List Item update event.

For the demo in this article I will consider a business scenario where on update of any Product in the Product list, an approval process will execute and an email is send to approver for the selection of Price Range for the Product just updated.

To start with a demo I have a Product List in SharePoint Online Site as shown below-

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Go to “Flow” Menu and Click on “Create a Flow”

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Here we have two choices either we can use any available workflow template that suites our requirements or we can create a new one from scratch

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For this demo we will create a Flow using blank template

Go to Flow Site by clicking “See you flow” links

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Click on “Create from blank” this will launch Workflow Designer

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On the Workflow Designer, Select the Trigger

We can select trigger from the any of the available services as shown highlighted below-

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Select SharePoint Online as target service & select for the Trigger “SharePoint-When an existing item is modified”

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Provide the Title to the Workflow “Product Details Modification Approval Request”

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Create SharePoint context by providing Site URL and List Name as shown-

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You can optionally rename the Step by selecting “Rename” option as shown below-

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Here I have changed the name of Step to “Get SharePoint Context”

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Add another action to the workflow by clicking “Add an action” option

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Send email by selecting “Office 365 Outlook” Service and “Office 365 Outlook-Send approval email” action

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Rename the name of Step to “Request Approval”

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Choose or approver’s email in “To”, here I am just selecting the email of the person who has originally created the Product in list by choosing “Created By Email” field

Specify Subject as applicable

Specify User Options that allows approver to select the approval options from within the mail

Specify the Body content as required. This content can consist of dynamic tokens provided by Workflow runtime as shown below-

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Update List Item by selecting “SharePoint Online” Service and “SharePoint-Update item” action

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Rename the step to “Update item”

Specify Site URL & List Name

In Id field select “ID” token provided by workflow runtime. This token represents the List item Id of the item that triggered this workflow to execute.

It is important to note that values to all mandatory fields in the list must be provided. If you don’t want to change the values you can choose same values again.

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For Title field we have selected “Title” token that represent current value present in list for the Title field of this item

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In “Product Price Range” field choose “SelectedOption” token that will hold the value selected by the approver from within the mail

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Once all the Steps are configure as required we can save the workflow by clicking “Save flow”

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Click “Done” to return back to the workflow dashboard

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On the workflow dashboard we can see the details of services used with in this workflow

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Now modify and the Product in Product List and notice the “Product Price Range” field which is currently set to “Low”

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Once the Product details has been changed, this will trigger the workflow that we have developed

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On execution the workflow we can see a new email hitting the inbox of the approver

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Let’s consider the approver submitted “High” as approval option

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This action will update the “Product Price Range” field for the list item to “High” as shown below-

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Hope you find it helpful.

SharePoint Online/Office 365: How To Develop Approval Workflows On List Item Add Event Using Microsoft Flows

Microsoft introduces Flows that enables development of Workflows for SharePoint Online and other more than 50 services over the cloud.

In this article we will see the demonstration of Microsoft Flow around SharePoint Online and will deal with List Item Add Event.

For this demo let’s consider we have a Product Catalog List which required Approval to happen with each new item added.

We have a Product List as shown below-

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Go to “Flow” Menu and Click on “Create a Flow”

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Here we have two choices either we can use any available workflow template that suites our requirements or we can create a new one from scratch

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For this demo we will create a Flow using blank template

Go to Flow Site by clicking “See you flow” links

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Click on “Create from blank” this will launch Workflow Designer

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On the Workflow Designer, Select the Trigger

We can select trigger from the any of the available services as shown highlighted below-

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Provide the title of the Workflow

Select SharePoint Trigger “SharePoint-When a new item is created” that will fire when a new item is added to SharePoint Online List

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Provide Site Url and List name to setup SharePoint context

Add an action to the Workflow by clicking “Add an action”

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Select approval action by selecting “Outlook.com – Send approval email”

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Select “Approver Email” in “To”, since this “Approver” is a People Field on SharePoint,

Workflow designer is intelligent enough to represent each property as a separate field

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Add a condition to the workflow by clicking “Add a condition”

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In the condition we are check if Approver Approved the Production or not.

If Approved then send approval email to requestor else delete the Product and send Email to requestor

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Choose “Created By Email” field in “To” as it will hold the Email Id of the Requestor (Person added the Product)

Choose “Approver Email” field in “CC” to send a copy of the mail to Approver also

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If not approved, delete the Product by choosing action “SharePoint – Delete item”

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In the “Delete item” action specify SharePoint Site Url and List Name

Select “ID” token for the field “Id”. This token will hold the ID of the List Item that trigged the Workflow

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After deleting the item we, send email to Requestor by choosing “Created By Email” in “To” field
Specify the body of email as desired
Choose “Approver Email” field in “CC” to send a copy of the mail to Approver also

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Once all the actions are configured as required save the workflow by clicking “Save flow”

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With this we are all done and now it is time to test the workflow

To test the Workflow, add a new item in the Product List. Specify Title and Approver and Save the Product.

Save action will trigger the Workflow that we just created

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As a result of Workflow execution Approve will get the Email with “Approve” and “Reject” options

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Beauty of this implementation is that Email contains clickable options for approver to submit the approver’s choices from within the email

Here Approver rejects the Product

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As a result of this Rejection, the workflow will delete the Product from the List and send an Email Notification to Requestor and Approver informing same.

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Product has been deleted from the list

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Now again add a new Product to the list that will again trigger the event to execute the workflow

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Product has been added

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As a result of Workflow execution Approve will get the Email with “Approve” and “Reject” options

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This time Approver approved the Product

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As a result of this Approval, the workflow sends an Email Notification to Requestor and Approver informing same.

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Hope you find it helpful.