When Approved PDF is uploaded by AP Clerk to Shared Document library B Send that PDF as Secure Link to Document library A item Creator

[mmercier]

I have previously created a SPD Workflow that sends an email to designated AP Clerk once a PO Requester creates a PO

This Item is created in (Document Library A ) of Same Site (https://example.sharepoint.com/sites/PO_Helpdesk )

Once Ap Clerk Approves in FinancialForce they Manually Edit the Sharepoint (Document Library A ) (Purchase_Request) ITEM and change a couple drop downs to "Approved" and then upload the Approved PDF file to a separate (Document Library B ) :Shared Documents" "meant only for these Approved PDFs

Now the fun part

I want to have a FLOW that checks when a new item is uploaded to Document Library B

and then sends an email with secure link to the initial PO Creator which is found in Document Library A.

This is what I have so far:

Selected document Library A (Purchase_Request)

When I RUN a TEST I get 

Even though the initial creator of this PO is my test account "bbrown" as in very first image up top

The it resolves to Me Acting as the Ap Clerk for test

How can I send the Approved PO back to the initial creator of Item on List A and Not List B?

Any help is appreciated.

Thanks

[annajhaveri]

So when a new document is created in Library B, you want to query Library A using the same document name and get the value of person field from Library A, is that correct?

[mmercier]

Yes, I need to get the Value of "Creator" in Library A to send the attachement to.

It all starts when a person at the company creates an Item (PO Request) in Library A.

When the AP Clerk Approves they manually update 2 Items in Library A.

Specifically "Task Status" changed to Approved.

The Form has a control that uploads the approved pdf to Library B.

What I intended the FLOW to do is Send the pdf to the original Creator of Item in Library A.

[annajhaveri]

I think instead of using Resolve Person action, you need to use action to get file properties, in order to get file properties you need to use two actions, one is "Get file metadata using path" and then use "Get file properties", then you will get all the column values form as output of "Get file properties", you will also get Created By column value which you need, below screenshot for reference

[mmercier]

I now get this when I try your suggestion

Its asking for a specific File...this should be a Dynamic value

The file will always be different with every new request, so unfortunately for me this will not work

Each request that a user makes will have the Ap clerk attach the pdf to by ways of Edit item Upload control in the form

How can we make this Value dynamic?

[annajhaveri]

Hello @mmercier ,

Yes you can use any dynamic value in the File Path input, see screenshot below. I think you will need to concatenate file path as documentlibrary/filename.extension using variable, and then you can use this variable in file path input

[mmercier]

HI annajhaveri

Thanks for your replies so far...but I think we are going off path a bit...

Maybe a bit more history will help you help me 🙂

I have been pressured by management to reintroduce a feature on our Sharepoint PO Request system.

The feature allowed AP clerk to Edit the Item on “Request Purchase” (List A) and uploaded the Approved PO to another “Shared Documents” (List B)  on same site and once they did then I had an SPD 2013  workflow that detected when item was added to (List B)  and sent an email to the “Created by” from List A.

This used to be in place. But It was deemed insecure because if the user removed the last part of the link, the part that included the pdf document they would be able to View the whole contents of that library, including all other Approved Pos (not their own).

Now They have asked me to revisit this feature and tried using the FLOW called “Create sharing link for file or folder”

I have reworked this flow a little since your last reply, seeming to get closer to what I need

So far this is what I have....

I have included screenshots with captions to help explain more

Why cant it find “Requester” / both Lib A and B are on same site?

What am I dong wrong? 

Please help.

[annajhaveri · Accepted solution]

Hello, I get your issue is that you don't see Requestor in the dynamic content, in order to get that you have to use two actions, as i mentioned before use "Get file metadata using path" and then use "Get file properties", and then from "Get file properties" action you will get the Requestor field in dynamic content in your flow. 

Now explanation of why you will need to use both the actions

1. "Get file properties" will give you value of requestor column, but it takes the item id of file (from list A), which  you wont have, so in order to get that item id, you have to use  "Get file metadata using path", which will give you the item id. 

2. "Get file metadata using path" will take the file path as input which can build as you have the library name/file name

[mmercier]

Thank you, this worked!!😊

I misunderstood that the initial selection of the one file in Library A eventually leads to the dynamic value I was looking for.