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
Super User
Super User

@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
Super User
Super User

@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.

@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

Super User of the Month | Drew Poggemann

As part of a new monthly feature in the Community, we are excited to share that Drew Poggemann is our featured Super User for the month of February 2024. If you've been in the Community for a while, we're sure Drew's name is familiar to you, as he is one of our most active contributors--he's been a Super User for five consecutive seasons!   Since authoring his first reply 5 years ago to his 514th solution authored, Drew has helped countless Community members with his insights and expertise. In addition to being a Super User, Drew is also a User Group leader and a Microsoft MVP. His contributions to our Super User sessions and to the new SUIT program are always welcome--as well as his sense of humor and fun-loving way of sharing what he knows with others.   When Drew is not solving problems and authoring solutions, he's busy overseeing the Solution Architecture team at HBS, specializing in application architecture and business solution strategy--something he's been doing for over 30 years. We are grateful for Drew and the amazing way he has used his talent and skills to help so many others in the Community. If you are part of the SUIT program, you got to hear some great tips from Drew at the first SUIT session--and we know he still has much more to share!You can find him in the Community and on LinkedIn. Thank you for all you do, Drew!

Announcing Power Apps Copilot Cookbook Gallery

We are excited to share that the all-new Copilot Cookbook Gallery for Power Apps is now available in the Power Apps Community, full of tips and tricks on how to best use Microsoft Copilot as you develop and create in Power Apps. The new Copilot Cookbook is your go-to resource when you need inspiration--or when you're stuck--and aren't sure how to best partner with Copilot while creating apps.   Whether you're looking for the best prompts or just want to know about responsible AI use, visit Copilot Cookbook for regular updates you can rely on--while also serving up some of your greatest tips and tricks for the Community. Our team will be reviewing posts using the new "Copilot Studio" label to ensure we highlight and amplify the most relevant and recent content, so you're assured of high-quality content every time you visit. If you share a post that gets featured in the curated gallery, you'll get a PM in the Community to let you know!The curated gallery is ready for you to experience now, so visit the new Copilot Cookbook for Power Apps today: Copilot Cookbook - Power Platform Community. We can't wait to see what you "cook" up!    

Celebrating a New Season of Super Users with Charles Lamanna, CVP Microsoft Business Applications

February 8 was the kickoff to the 2024 Season One Super User program for Power Platform Communities, and we are thrilled to welcome back so many returning Super Users--as well as so many brand new Super Users who started their journey last fall. Our Community Super Users are the true heroes, answering questions, providing solutions, filtering spam, and so much more. The impact they make on the Communities each day is significant, and we wanted to do something special to welcome them at our first kickoff meeting of the year.   Charles Lamanna, Microsoft CVP of Business Applications, has stressed frequently how valuable our Community is to the growth and potential of Power Platform, and we are honored to share this message from him to our 2024 Season One Super Users--as well as anyone who might be interested in joining this elite group of Community members.     If you want to know more about Super Users, check out these posts for more information today:    Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

Super Users 2024 Season One is Here!

   We are excited to announce the first season of our 2024 Super Users is here! Our kickoff to the new year welcomes many returning Super Users and several new faces, and it's always exciting to see the impact these incredible individuals will have on the Community in 2024! We are so grateful for the daily difference they make in the Community already and know they will keep staying engaged and excited for all that will happen this year.   How to Spot a Super User in the Community:Have you ever written a post or asked for help in the Community and had it answered by a user with the Super User icon next to their name? It means you have found the actual, real-life superheroes of the Power Platform Community! Super Users are our heroes because of the way they consistently make a difference in the Community. Our amazing Super Users help keep the Community a safe place by flagging spam and letting the Community Managers know about issues. They also make the Community a great place to find answers, because they are often the first to offer solutions and get clarity on questions. Finally, Super Users share valuable insights on ways to keep the Community growing, engaging, and looking ahead!We are honored to reveal the new badges for this season of Super Users! Congratulations to all the new and returning Super Users!     To better answer the question "What is a Super User?" please check out this article: Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

Did You Attend the Microsoft Power Platform Conference in 2022 or 2023? Claim Your Badge Today!

If you were one of the thousands of people who joined us at the first #MPPC Microsoft Power Platform Conference in 2022 in Orlando--or attended the second-annual conference in Las Vegas in 2023--we are excited to honor you with a special community badge! Show your support for #MPPC Microsoft Power Platform Conference this year by claiming your badge!           Just follow this link to claim your badge for attending #MPPC in 2022 and/or 2023: MPPCBadgeRequest    Want to earn your badge for 2024? Just keep watching our News & Announcements for the latest updates on #MPPC24.

Microsoft Power Platform | 2024 Release Wave 1 Plan

Check out the latest Microsoft Power Platform release plans for 2024!   We have a whole host of exciting new features to help you be more productive, enhance delegation, run automated testing, build responsive pages, and so much more.    Click the links below to see not only our forthcoming releases, but to also try out some of the new features that have recently been released to market across:     Power Apps  Power Automate  Copilot Studio   We can’t wait to share with you all the upcoming releases that will help take your Power Platform experience to the next level!    Check out the entire Release Wave: Power Platform Complete Release Planner 

Users online (4,755)