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User_Naami
Helper II
Helper II

Move my list hyperlink (from SharePoint site) to another location

Hi,

 

I have a list with a column where users insert a hyperlink from the same SharePoint site that the list is stored in. This hyperlink will take you to either a .docx or .pdf file.

 

Is there a way i can use power automate to move and rename the original file using the hyperlink?

 

Thanks

1 ACCEPTED SOLUTION

Accepted Solutions

OK, this is is something that I believe SHOULD work, I got this far with a LOT of trial and error, @User_Naami!

 

That's because there is PRECIOUS little information on the SharedLink requests that aren't listed anywhere in API documentation or even provided as an endpoint by generic calls.

 

First, this will need a new column on the SharePoint list ...

 

New SharePoint List Column - sharedtokenstring

This must be a Single line of text column, which can be hidden from view and removed from forms using Content Types management.

 

So create a new single line text column, which must have unique values, and call it:

sharedtokenstring
part 1 - 01 - New column - sharedtokenstring.jpg

If you can't see Content Types in your list settings (cog > list settings) then you'll need to enable it, hide the column, and disable it again. If you need to know how to do that, see a brief description in the below spoiler.

Spoiler
  1. Go into the list settings
  2. Go to advanced settings
  3. Enable management of Content Types and tap 'OK'
  4. Tap on 'Item' under Content Types that should now be in the settings screen
  5. Tap on sharedtokenstring
  6. Select 'Hidden' and tap 'OK'
  7. Now disable management of Content Types again in the advanced settings.

Now people won't worry about filling that field.

Now you need to have a flow to update that column on every new item.

 

New Flow - sharedItemUpdater

So, you first need to ensure that there is a separate flow first. Going forward this will ensure each list item contains what it needs to identify the SharedLink resource details that the masked link is created from. Just to note:

  • unless otherwise stated you can just paste any 'code' directly into the fields,
  • I've left a placeholder of LIST_ID here, but you can use whatever method you like to call the list I'm not going to do that learning for you as it's late now! 😅
part 1 - 02 - New Flow - Fill ShareTokenStrings on new.jpg

OK, let's make that new flow:

  1. Create a new flow called sharedItemUpdater
    (the name is unimportant but I can now reference this)

  2. When a new item is created as the trigger

  3. Add a Send an HTTP request to SharePoint to create a link with the below code in the URI field
    part 1 - 02a - HTTPS call.jpg
    Method POST
    Uri
    _api/web/lists(guid'LIST_ID')/Items(@{triggerOutputs()?['body/ID']})/ShareLink
    Body
    {
      "request":
      {
        "createLink":true,
        "settings": {
          "allowAnonymousAccess":false,
          "linkKind": 3
        }
      }
    }
    This will create a link that you won't use for each new item, but you will use its reference!

  4. Then add a Update item action with the ShareTokenString value from the previous action and the ID and Title (if required) from the trigger
    part 1 - 02b - Update item.jpg
    sharedtokenstring
    @{body('HTTP_POST_to_make_link')?['d/ShareLink/sharingLinkInfo/ShareTokenString']}
    This adds the value from the request into your newly created item each time giving you something to search on!

 

Excellent, that will now update any new items in the list with the appropriate token string that SHOULD stay current!

 

Now, you just need to quickly update all the list items there already with that value ... that's easy ... but if you want a quick way to do it, use the below spoiler:

Spoiler
  1. Save a copy of sharedItemUpdater ... the name of this flow is unimportant

  2. Change the trigger to flow button

  3. Add a Get items as the first action and point it to the list in question

  4. The new trigger will have removed ID reference in Send an HTTP request to SharePoint so either pick the ID from the previous Get items which should make a new Apply to each
    _api/web/lists(guid'LIST_ID')/Items(@{items('Apply_to_each')?['ID']})/ShareLink
  5. Drag the Update item into the new Apply to each which was automatically created on the previous step and add the ID and Title values from the Get items action

  6. Run this flow once, and it will update all the items with the ShareTokenString in your new sharedtokenstring column.

  7. Delete this flow
part 1 - 03 - Copied Flow - Fill ShareTokenStrings.jpg

Now your SharePoint list has irrefutable evidence of each shared link encoded redirect!

 

Going Forward

So when someone sends their link through whatever it is you have, you can just quickly run a Get items on the list, with the following Filter in the Get items:

supplemental 1 - get items.jpg
sharedtokenstring eq 'share=@{last(split(uriPath(variables('matchUrlVAR')), '/'))}'

That takes only the 'path' of the URL that they give you and splits it on '/' and takes the last value, places 'share=' before it, then attempts to match it against an item in the list.

 

I then run a Switch on the amount of items length() returned by the Get items with 2 cases + Default ... but you can handle things how ever you like:

supplemental 2 - switch.jpg
@{length(outputs('Get_items')?['body/value'])}
supplemental 2 - switch 2.jpg supplemental 2 - switch 3.jpg supplemental 2 - switch 4.jpg
This is the success zone, where you do what you need with the item that you have located! This checks for errors if there are zero matches and emails me. This checks for errors if there are more than one matches and emails me.

This just means that if I want, I can move the Case 1 actions out completely, as all other Cases kill the flow, which makes it easier to perform more work.

 

---

There is another way of doing this, which is much less efficient, which would be a single flow, which would involve sending potentially 1000s of http calls to sharepoint ... that was what I was previously hinting at. However this will stand you in good stead, and in the future you can even branch this out to use for other shared link management!

View solution in original post

9 REPLIES 9
eliotcole
Super User
Super User

It depends on two things, @User_Naami:

  1. Do the links ...
    1. look like this: https://DOMAIN.sharepoint.com/:li:/s/eliotflows/akhjsbfjkhsdgfjshgdfsjkhgYGjGDSFUGDfjsdhgfsj-IUdhfSK...
    2. look like this: https://DOMAIN.sharepoint.com/sites/eliotflows/Lists/lists/DispForm.aspx?ID=11
  2. Do you have a paid Power Automate plan?

 

I ask/say this, because dependent on the answer to 1, you may need to pay for a Power Automate licence.

 

Q1 Answer a

if the answer to 1 is 'a', then those are redirects, and you will have to perform a Do until loop with a GET HTTP request to resolve the URL. That requires the answer to question 2 to be 'Yes' ... 😉

 

There's a way around this (there may be others), but I'll only discuss it with you on PM, as I don't want it patched out of existence somehow.

Q1 Answer b

If the answer to 1 is 'b', then you're quids in, because the item number in the list in question is right at the end, there. So you would split() on '=' and take the last() value.

 

Or if you want to be SUPER agnostic about it, split on 'ID=', take the last() value, then split that on '&' and take the first() value.

the hyperlink is just a link for a sharepoint file. for example it looks like this.

 

https://compnay.sharepoint.com/:p:/s/mysite/xxxyyyzzzz?e=xxxyyyeoe

 

I think its like the 1st option but can you clarify how.

So then the answer to Question 1 is 'a' ... OK ... Well, you'll need to have a paid licence, and then you can run a Do until loop on an HTTPS GET on the link until it looks like the example in 1 b. Once you have that, then you have access to the ID.

I probably have a paid licence as i'm using my organisation account. Where do i find the "HTTPS GET"?

i have this

User_Naami_0-1654719263587.png

 

Yeah, a paid Power Automate (or Power Apps) licence is separate to your organisation account, unfortunately. However they may have one (that they're not using) as a part of a higher tier MS package.

 

They moved it to a paid one (which was heinous, imo) a couple of years back. It's the highlighted one below.

 

However there's a flaw ... the link redirect will only work for authorised users, which this action would not be ... so you'd need to provide OAUTH details, too, it could be painful! I'm testing some stuff with the SharePoint one, though. 😉

HTTP HTTPS Connector Actions.jpg

 

I have access to that. How do i use it? 

Like I said in the previous post, it's going to be WAY too painful to use that.

 

I've developed a solution for you, so don't worry.  I'm doing something else right now, but I'll post it up later.

 

OK, this is is something that I believe SHOULD work, I got this far with a LOT of trial and error, @User_Naami!

 

That's because there is PRECIOUS little information on the SharedLink requests that aren't listed anywhere in API documentation or even provided as an endpoint by generic calls.

 

First, this will need a new column on the SharePoint list ...

 

New SharePoint List Column - sharedtokenstring

This must be a Single line of text column, which can be hidden from view and removed from forms using Content Types management.

 

So create a new single line text column, which must have unique values, and call it:

sharedtokenstring
part 1 - 01 - New column - sharedtokenstring.jpg

If you can't see Content Types in your list settings (cog > list settings) then you'll need to enable it, hide the column, and disable it again. If you need to know how to do that, see a brief description in the below spoiler.

Spoiler
  1. Go into the list settings
  2. Go to advanced settings
  3. Enable management of Content Types and tap 'OK'
  4. Tap on 'Item' under Content Types that should now be in the settings screen
  5. Tap on sharedtokenstring
  6. Select 'Hidden' and tap 'OK'
  7. Now disable management of Content Types again in the advanced settings.

Now people won't worry about filling that field.

Now you need to have a flow to update that column on every new item.

 

New Flow - sharedItemUpdater

So, you first need to ensure that there is a separate flow first. Going forward this will ensure each list item contains what it needs to identify the SharedLink resource details that the masked link is created from. Just to note:

  • unless otherwise stated you can just paste any 'code' directly into the fields,
  • I've left a placeholder of LIST_ID here, but you can use whatever method you like to call the list I'm not going to do that learning for you as it's late now! 😅
part 1 - 02 - New Flow - Fill ShareTokenStrings on new.jpg

OK, let's make that new flow:

  1. Create a new flow called sharedItemUpdater
    (the name is unimportant but I can now reference this)

  2. When a new item is created as the trigger

  3. Add a Send an HTTP request to SharePoint to create a link with the below code in the URI field
    part 1 - 02a - HTTPS call.jpg
    Method POST
    Uri
    _api/web/lists(guid'LIST_ID')/Items(@{triggerOutputs()?['body/ID']})/ShareLink
    Body
    {
      "request":
      {
        "createLink":true,
        "settings": {
          "allowAnonymousAccess":false,
          "linkKind": 3
        }
      }
    }
    This will create a link that you won't use for each new item, but you will use its reference!

  4. Then add a Update item action with the ShareTokenString value from the previous action and the ID and Title (if required) from the trigger
    part 1 - 02b - Update item.jpg
    sharedtokenstring
    @{body('HTTP_POST_to_make_link')?['d/ShareLink/sharingLinkInfo/ShareTokenString']}
    This adds the value from the request into your newly created item each time giving you something to search on!

 

Excellent, that will now update any new items in the list with the appropriate token string that SHOULD stay current!

 

Now, you just need to quickly update all the list items there already with that value ... that's easy ... but if you want a quick way to do it, use the below spoiler:

Spoiler
  1. Save a copy of sharedItemUpdater ... the name of this flow is unimportant

  2. Change the trigger to flow button

  3. Add a Get items as the first action and point it to the list in question

  4. The new trigger will have removed ID reference in Send an HTTP request to SharePoint so either pick the ID from the previous Get items which should make a new Apply to each
    _api/web/lists(guid'LIST_ID')/Items(@{items('Apply_to_each')?['ID']})/ShareLink
  5. Drag the Update item into the new Apply to each which was automatically created on the previous step and add the ID and Title values from the Get items action

  6. Run this flow once, and it will update all the items with the ShareTokenString in your new sharedtokenstring column.

  7. Delete this flow
part 1 - 03 - Copied Flow - Fill ShareTokenStrings.jpg

Now your SharePoint list has irrefutable evidence of each shared link encoded redirect!

 

Going Forward

So when someone sends their link through whatever it is you have, you can just quickly run a Get items on the list, with the following Filter in the Get items:

supplemental 1 - get items.jpg
sharedtokenstring eq 'share=@{last(split(uriPath(variables('matchUrlVAR')), '/'))}'

That takes only the 'path' of the URL that they give you and splits it on '/' and takes the last value, places 'share=' before it, then attempts to match it against an item in the list.

 

I then run a Switch on the amount of items length() returned by the Get items with 2 cases + Default ... but you can handle things how ever you like:

supplemental 2 - switch.jpg
@{length(outputs('Get_items')?['body/value'])}
supplemental 2 - switch 2.jpg supplemental 2 - switch 3.jpg supplemental 2 - switch 4.jpg
This is the success zone, where you do what you need with the item that you have located! This checks for errors if there are zero matches and emails me. This checks for errors if there are more than one matches and emails me.

This just means that if I want, I can move the Case 1 actions out completely, as all other Cases kill the flow, which makes it easier to perform more work.

 

---

There is another way of doing this, which is much less efficient, which would be a single flow, which would involve sending potentially 1000s of http calls to sharepoint ... that was what I was previously hinting at. However this will stand you in good stead, and in the future you can even branch this out to use for other shared link management!

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