cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Anonymous
Not applicable

how to attach attachments in start and wait for flow approval email

Hi,

 

I have a simple expesne form added with few drop-downs, text and date columns using a custom SP list. Also, I have a simple flow setup which triggers on item created and sends an approval email out to the supervisor using 'Start and Wait for an approval' action.

 

Users attach attachments when they submit an expense using the form. Is there a way to read these attachments and include them with the approval action email sent out to Supervisor so that way supervisor does not have to go into SharePoint to look for attachments on display form of this submission.

 

P.S: the goal is to include attachments for flow approval "Start and wait for an approval" action not a regular send an email action. 

 

Can someone assist if its doable, thanks.

1 ACCEPTED SOLUTION

Accepted Solutions
ScottShearer
Most Valuable Professional
Most Valuable Professional

@Anonymous :

 

You cannot attach files to an approval.  My suggestion is to include a link to SharePoint list item (available in Dynamic properties).  From there, the approver can click on each attachment to open.

 

If this answers your question, please mark your post as Solved.

If you like my solution, please give it a Thumbs Up.

 

Scott

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott

View solution in original post

6 REPLIES 6
ScottShearer
Most Valuable Professional
Most Valuable Professional

@Anonymous :

 

You cannot attach files to an approval.  My suggestion is to include a link to SharePoint list item (available in Dynamic properties).  From there, the approver can click on each attachment to open.

 

If this answers your question, please mark your post as Solved.

If you like my solution, please give it a Thumbs Up.

 

Scott

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott

How would you insert direct links to attachments as you suggested? I know I can add a link to the item which takes the approver to Sharepoint, they would scroll down and see the attachments listed. But how do I get those links into the Approvals detail field so the approver doesn't have to jump over to Sharepoint? And assume I don't know how many attachments there will be.

ScottShearer
Most Valuable Professional
Most Valuable Professional

@sxt173 

My suggestion is to include a link to the SharePoint list item and not the attachments.  If you provide a link to the item, the attachments will be list and can be accessed with one mouse click.  The details section can be formatted using Markdown.

The syntax for adding a link is:

[Link Text](Link URL) 

 Additional info on Markdown can be found here.

 

Markdown1.jpgMarkdown2.jpgMarkdown3.jpg

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott

Just a note of caution when using a parallel approval flow using links to a document. I have encountered numerous fails due to the fact that once the link is used, it locks the document for all the other members of the approval stream and causes the flow to either repeatedly loop back to the approver if the document is open or fail completely due to the locked document issue. If anyone else has experienced the same and knows how to overcome this issue it would be much appreciated. 

Hi @ScottShearer 

 

There is a solution for attaching files to an approval.

 

RodriCharni_0-1654732424327.png

Test and Submit the form:

RodriCharni_4-1654732604749.png

 

 

Details – Show RAW OUTPUTS 

RodriCharni_3-1654732502746.png

 

You can see all the records:

 

RodriCharni_5-1654732681193.png

You can use VSC:

 

This is Get Response Forms structure

 

RodriCharni_6-1654732720441.png

 

Getting the attachment’s string:

 

RodriCharni_7-1654732745060.png

 

Use an Expression: json()

 

RodriCharni_8-1654732764817.png

 

Click on Dynamic content:

RodriCharni_9-1654732782993.png

Pick Forms Attachment element:

RodriCharni_10-1654732808684.png

If you want to see the code: Click on 3 dots and ‘Peek code’

RodriCharni_11-1654732852603.png

 

RodriCharni_12-1654732861698.png

You can see this id:

ra58967ac0f974b2b93ac8dd664e47cdc

 

It’s the same id in:

RodriCharni_13-1654732897939.png

It could be different from yours.

Let’s look through all the documents (attachments):

RodriCharni_14-1654732967862.png

RodriCharni_15-1654732976430.png

RodriCharni_16-1654732987538.png

We need the ‘id’:

Use the expression.

RodriCharni_17-1654733013387.png

 

RodriCharni_18-1654733024327.png

Sending it in a specific format to Approval Action:

Insert an action after ‘Compose’:

RodriCharni_19-1654733050741.png

Initialize Variable:

RodriCharni_20-1654733074943.png

Back to Apply to each / Insert an action after ‘Get file content’:

Append to array variable

Put the name property

RodriCharni_21-1654733099328.png

 

RodriCharni_22-1654733124536.png

 

RodriCharni_23-1654733130494.png

 

New Step: Approval Action

 

RodriCharni_24-1654733148148.png

 

RodriCharni_25-1654733157162.png

 

Add a condition:

 

RodriCharni_26-1654733172882.png

 

RodriCharni_27-1654733182486.png

 

Test it and submit a form with attachments:

 

RodriCharni_28-1654733340272.png

 

Got it!

 

 

 

 

 

mbodero94
Frequent Visitor

Hi @RodriCharni ,

 

I am trying to create a similar flow to yours but I am having a lot of trouble with the flow.

 

So my main objective is:

When creating adding invoices to a file, I wont those to be sent for approval to my supervisor and I want to post a message in teams advising about it too.

 

However, when I am testing it, instead of sending one email with all the attachments, it is sending a lot of emails with the different file names and attaching all the docs in each email. Do you know why that happens? Also, I see the attachment in weird format instead of PDF. 

 

Any idea of how I can fix this?

 

Heaps thanks!!

 

mbodero94_0-1657781372857.png

mbodero94_1-1657781406568.png

 

Helpful resources

Announcements

Update! June 13th, Community Ambassador Call for User Group Leaders and Super Users

Calling all Super Users & User Group Leaders   UPDATE:  We just wrapped up June's Community Ambassador monthly calls for Super Users and User Group Leaders. We had a fantastic call with lots of engagement. We are excited to share some highlights with you!    Big THANK YOU to our special guest Thomas Verhasselt, from the Copilot Studio Product Team for sharing how to use Power Platform Templates to achieve next generation growth.     A few key takeaways: Copilot Studio Cookbook Challenge:  Week 1 results are posted, Keep up the great work!Summer of Solutions:  Starting on Monday, June 17th. Just by providing solutions in the community, you can be entered to win tickets to Power Platform Community Conference.Super User Season 2: Coming SoonAll communities moving to the new platform end of July We also honored two different community members during the call, Mohamed Amine Mahmoudi and Markus Franz! We are thankful for both leaders' contributions and engagement with their respective communities. 🎉   Be sure to mark your calendars and register for the meeting on July 11th and stay up to date on all of the changes that are coming. Check out the Super User Forum boards for details.   We're excited to connect with you and continue building a stronger community together.   See you at the call!

Copilot Cookbook Challenge | Week 2 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 1. Copilot Studio Cookbook Gallery:  https://aka.ms/CS_Copilot_Cookbook_Challenge 2. Power Apps Copilot Cookbook Gallery: https://aka.ms/PA_Copilot_Cookbook_Challenge   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: https://aka.ms/Copilot_Challenge_EarlyBirds if you would like to be entered in the challenge.   Week 1 Results:  Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  @Dhanush 2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a   Week 2 Results:  Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Kasun_Pathirana1. ManishSolanki2. cloudatica2. madlad3. n/a3. SpongYe4. n/a4. n/a5. n/a5. n/a

Win free tickets to the Power Platform Conference | Summer of Solutions

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**

Celebrating the June Super User of the Month: Markus Franz

Markus Franz is a phenomenal contributor to the Power Apps Community. Super Users like Markus inspire others through their example, encouragement, and active participation.    The Why: "I do this to help others achieve what they are trying to do. As a total beginner back then without IT background I know how overwhelming things can be, so I decided to jump in and help others. I also do this to keep progressing and learning myself." Thank you, Markus Franz, for your outstanding work! Keep inspiring others and making a difference in the community! 🎉  Keep up the fantastic work! 👏👏 Markus Franz | LinkedIn  Power Apps: mmbr1606  

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form https://aka.ms/PPCCGotPowerSignup by July 12th with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

Tuesday Tip | Accepting Solutions

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   To enhance our collaborative environment, it's important to acknowledge when your question has been answered satisfactorily. Here's a quick guide on how to accept a solution to your questions: Find the Helpful Reply: Navigate to the reply that has effectively answered your question.Accept as Solution: Look for the "Accept as Solution" button or link, usually located at the bottom of the reply.Confirm Your Selection: Clicking this button may prompt you for confirmation. Go ahead and confirm that this is indeed the solution.Acknowledgment: Once accepted, the reply will be highlighted, and the original post will be marked as "Solved". This helps other community members find the same solution quickly. By marking a reply as an accepted solution, you not only thank the person who helped you but also make it easier for others with similar questions to find answers. Let's continue to support each other by recognizing helpful contributions. 

Users online (2,330)