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MisterBurns
Frequent Visitor

Connect pdf with Sharepoint list

Hi together,

your help is highly appreciated on the following issue:

I have a Sharepoint list from which I created an app, that also contains a Pen Input field. When filling the form and pressing the send button, the following happens:

1) a new entry is created in the Sharepoint list

2) a pdf file is created via Flow and added to the Sharepoint documents

 

Is there any chance to create a link between those two in the SP list?

 

Thanks in advance for your help!

Berni

10 REPLIES 10
JJB
Helper I
Helper I

@MisterBurns Create a GUID column and add it to both your SP List and Document library. When a user creates a new item, generate a GUID() and save it to a variable.

On your Send Button in your powerapp, write the new GUID Variable to the SP List and document library GUID column. Now they will have a like GUID connecting the two.

Whenever you have to look up an item, filter by the GUID.

@JJB: This is what I currently do but I would like to have a more fancy and comfortable solution with a direct link. Then I could open the pdf from the SP list directly without filtering.

@MisterBurns What if you create a "PDF Link" field in your SP List and save the link to the document to that column?

 

You could get this link by possibly using the LastSubmit() function, or run a flow in the background that will trigger when an item is created in the document library, then have the flow write the url of this file to the corresponding SP list item in the "PDF Link" column.

@JJB: Sounds good, but could you please show me the exact way how to do? I am not a pro in Powerapps.

JJB
Helper I
Helper I

@MisterBurns 

  1. Create "PDF Link" column in your SP list
  2. In your powerapp create a form to save the pen input to the SP document library (we'll call this form "FormPDF")
  3. create a form to save the entry to the SP list (we'll call this form "FormNewEntry")
  4. in FormNewEntry, you should have your field "PDF Link", unlock this card so you can update the default value to FormPDF.LastSubmit.'Link to item'
  5. Create a save button and which will be sure to submit the FormPDF before submitting FormNewEntry
    1. SubmitForm(FormPDF); SubmitForm(FormNewEntry)

 

If this doesnt work for you, do you have access to create a Flow instead?

@JJB 

I can create a Flow, this does sound more simple to me. Here's what I have right now - sorry it is in German. The steps I used are Create File on OneDrive - Convert File (Preview) - Create File on Sharepoint.

Flow.png

 

How would you proceed?

JJB
Helper I
Helper I

@MisterBurns Perfect! From there you will want to add:

1. Get Items action pointed at your SP list. In the advanced settings of this action, add a filter query to get your matching item with the appropriate GUID value. GUID_List_column eq 'GUID_file_value'

 

2. Next you will add Update Item action. The item ID will be the ID from the previous Get items action (this will also put the action automatically in an Apply to each loop, which is fine). 

- in your Update Item action, you should see the 'PDF Link" column, use the 'Link to Item' property from your previous action where you created the file in your SP Library.

@JJBSorry for being late with my answer, there was a lot to do for me 🙂

I followed the steps as written in my flow. 2 things are not clear to me:

1) Do I have to make this as well?


  • in FormNewEntry, you should have your field "PDF Link", unlock this card so you can update the default value to FormPDF.LastSubmit.'Link to item'
  • Create a save button and which will be sure to submit the FormPDF before submitting FormNewEntry
    1. SubmitForm(FormPDF); SubmitForm(FormNewEntry)

 

2) I do not understand, what you mean by


GUID_List_column eq 'GUID_file_value'

Thank you!

 


 

JJB
Helper I
Helper I

@MisterBurns 

1. No you don't need to do this since you're making the flow update this value. 

 

2. In the Get Items action you will want to get any item in your SP List that matches up to the PDF you create. From what I understand you have a GUID column in both your SP library and you SP list. This GUID value should be the same for the PDF as the list item, thus you will want to add a filter query to your Get Items action. You can add a filter query in the advanced option in the Get Items action. You will need to insert your actual GUID column names:

[whatever your GUID column is named in your SP list] eq 'outputs('Create_file')?[your SP library GUID column name]'

JJB_0-1605722021026.png

 

Hopefully this will help clarify a little bit. 

: ) 

 

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