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chinda
Helper III
Helper III

How to output uploaded Attachments from a Power Apps form to a folder using Power Automate?

Hello All, 

 

I have a form where users can upload files to submit (see attached image), however, this will show up in my SharePoint table as a Paper Clip emoji, and I will have no access to the file. 

 

Is there a way I can set up an automation using power automate, where any uploaded attachments will be sent to a folder in SharePoint / OneDrive when the Submit button is pressed? Looking for advice. 

1 ACCEPTED SOLUTION

Accepted Solutions

@chinda , let me explain the suggested approach of mine a little bit more in detail.

 

To simplify the process the idea is to get the attachments from the list item after it has been saved within the Power App via Power Automate, rather than putting those into a collection.

Frankly, in your case only the value for the created list items ID would have been sufficient, as you presumably know the URL of the list where the record has been saved within (Which record has been saved? Get its attachments -> save them additionally elsewhere).
Nevertheless you might want to use the exact same process against multiple lists or in multiple Power Apps.

Thus, the Power Automate trigger is PowerApps, not PowerAppsV2.
This way you can select 'Ask in PowerApps' as  Dynamic Content and the Power Automate Flow will create a kind of variable with the title of the action (compose action is named 'SharePoint', Ask in PowerApps will be named 'SharePoint_Inputs').
These details can then be used everywhere within the Flow and you do not need to create the same Flow over and over again for different Apps or lists where you create records with attachments.

MiDer_0-1661493447349.png


This information is mandatory once you add the Power Automate Flow to your Canvas App. In my showcase I have created three labels within the Canvas App and put some text into them to have a reference available for the information in which teamsite and which library the files should be stored and in which list to look for the created record (to get its attachments).

The Flow itself on the other hand could be reused in other Apps as well or store attachments from multiple lists as the details are provided as parameter rather than being 'hardcoded'.
You might start the Flow from the App e.g. as follows:
addanitemtoSharepoint.Run("https://[TENANT].sharepoint.com/sites/yourteamsite","Shared Documents/folder1","SourceListTitle",Form1.LastSubmit.ID)

The process of the Flow is to get the attachments of

  • a lists (list_inputs)
  • record (ListItem_inputs)
  • at a certain SharePoint Teamsite (SharePoint_inputs

For each of those attachments get the file content using its path and then save it as new file within a teamsites library within a certain document library.

Once you add an action 'Get file content using path' after the 'get attachments'
the 'Apply to each' will automatically be created if you select the 'AbsolutURI' from the Dynamic Content.

All of these details within the Flow are selectable from the Dynamic Content dialog.
The arrows give you a hint what to select where of which actions results.

 

View solution in original post

5 REPLIES 5
MiDer
Resolver I
Resolver I

hello @chinda 

Have been wondering what the underlying issue here is, but other posts of you pointed (hopefully) into the right direction.

In case you create a list item, the attachments 'uploaded' to the form control will be attached to the list item directly once the form is submitted.
These show up then at the very bottom of the details pane of each list item.
The lists column with the paper clip is an indicator for an existing attachment on that particular list item only.

Nevertheless you might store any file with a Power Automate to a library instead as well.
The uploads of the attachment control are stored in a table. This table can be used in a Power Automate flow.

The technique is similar as within the template flow 'Save my email attachments to a SharePoint document library'.
You might want to look at this template flow for general guidance.

Anyway, an additional question would be, if you want to have the same files been attached to the list item as well, resulting in redundant copies or add a link to the library location instead. 
It could then require further process steps:

  • skip the attachment controls update whilst submitting the form
    • process the table via Power Automate
    • update the submitted list item properties to include links for the files location



 

Hey @MiDer 

 

I tried to create a flow using your advice, please see below:

 

SaveFormAttachments_CurrentFlow.png

 

However, I am getting an error message when I try to insert a formula into my PowerApp's Submit button to complete the flow. Please see below:

Submit Button Save Form Error.png

 

What do I need to do to fix these issues? Is it something I need to do with the flow or my PowerApp?

MiDer
Resolver I
Resolver I

Hi @chinda , 

I am unsure what the input of your Power Automate is setup with.
You could accomplish it the following way:

Power App

MiDer_0-1661453665718.png

 

Power Automate
Each of the parameters from the Power App have been put into one compose action at the very beginning.
Thus you can simply reference these compose results later on. Gives you more flexibility in case the parameter of the trigger changes later on.

MiDer_2-1661453959446.png

 

 



 

@MiDer thank you but I am very confused.

 

re. Power Apps: I understand making a formula on the OnSuccess tab for the form, but I don't understand the yellow, green, and blue portions. Could you explain the formula in more detail?

 

re: Flow: I am new to power automate, so I don't understand your automation flow. Mainly, all of the first half, and your repeated use of the purple Outputs. Could you explain these? 

@chinda , let me explain the suggested approach of mine a little bit more in detail.

 

To simplify the process the idea is to get the attachments from the list item after it has been saved within the Power App via Power Automate, rather than putting those into a collection.

Frankly, in your case only the value for the created list items ID would have been sufficient, as you presumably know the URL of the list where the record has been saved within (Which record has been saved? Get its attachments -> save them additionally elsewhere).
Nevertheless you might want to use the exact same process against multiple lists or in multiple Power Apps.

Thus, the Power Automate trigger is PowerApps, not PowerAppsV2.
This way you can select 'Ask in PowerApps' as  Dynamic Content and the Power Automate Flow will create a kind of variable with the title of the action (compose action is named 'SharePoint', Ask in PowerApps will be named 'SharePoint_Inputs').
These details can then be used everywhere within the Flow and you do not need to create the same Flow over and over again for different Apps or lists where you create records with attachments.

MiDer_0-1661493447349.png


This information is mandatory once you add the Power Automate Flow to your Canvas App. In my showcase I have created three labels within the Canvas App and put some text into them to have a reference available for the information in which teamsite and which library the files should be stored and in which list to look for the created record (to get its attachments).

The Flow itself on the other hand could be reused in other Apps as well or store attachments from multiple lists as the details are provided as parameter rather than being 'hardcoded'.
You might start the Flow from the App e.g. as follows:
addanitemtoSharepoint.Run("https://[TENANT].sharepoint.com/sites/yourteamsite","Shared Documents/folder1","SourceListTitle",Form1.LastSubmit.ID)

The process of the Flow is to get the attachments of

  • a lists (list_inputs)
  • record (ListItem_inputs)
  • at a certain SharePoint Teamsite (SharePoint_inputs

For each of those attachments get the file content using its path and then save it as new file within a teamsites library within a certain document library.

Once you add an action 'Get file content using path' after the 'get attachments'
the 'Apply to each' will automatically be created if you select the 'AbsolutURI' from the Dynamic Content.

All of these details within the Flow are selectable from the Dynamic Content dialog.
The arrows give you a hint what to select where of which actions results.

 

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