Add a person to lists and then send attached file to the same person

[MVMar]

Hi Guys, 

I'm still trying to figure out some power automate features and I have the following idea. 

We have a list of new starters. This list is updated by HR and we create IT accounts.
Now what I want is the following (I hope I can explain it well enough):

1. HR adds a list entry with details for a new starter (for user acc. creation purposes - user doesn't exist yet)

2. Next day (or later) we create the requested account.

3. After the account is created, we add the new starter as a "person" in the original list entry (for testing of the account creation) and also attach a small "account info sheet"

Now here comes the tricky part:

4. Add 1-2 days delay

5. Fetch that newly added "person" account (new starter email) and send an automated email to it and also attach the info sheet.pdf we added on the previous day.

Can someone give me advice how to (if at all possible) achieve that? I've spent quite some time, but I can't figure out how to fetch the person data and also send an email to itself after it's added.  The attachment selection is also posing some issues at the moment. 

Let me know if you need additional explanations. It's very tricky. 

[edgonzales · Accepted solution]

@MVMar 

Hi there.  A couple of questions/presumptions:

• When you say "HR adds a list entry with details " - This is a SharePoint List?
• And then "we create the requested account." -  is that like in Azure Active Directory?
• And then the "account info sheet" is a pdf doc or something added to the Original SharePoint List item?

If that's all true, then we can automate the whole thing, I think:

• Trigger is SP "When an item is created"
• Add a delay:
  
• Azure AD - "Create User"
• Use a Word template to fill out the User Details sheet.
• (optional) - Convert Word file to pdf
• Sharepoint - "Update Row" to add some kind of ID tying the created user to the original request.  This could be an actual "ID" (GUID) or an email address, but needs to be unique, right?, Use the same action to upload the created user details doc.
• Another delay action
• You can either use the Azure AD action "Get User", or Office 365 "Get User Details" or something like that.
• Send the email with the file from above attached, and any pertinent details from the previous step.

Hope that's enough to get you started.  Keep us posted.

-Ed

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[MVMar]

Hi Ed, 

So, what you wrote is almost entirely correct, apart from the AD part. 
We don't create the accounts directly on AD, but through a custom solution, which also creates a bunch of other internal system accounts. Therefore this process is done separately and manually by us. No automation is possible there. 

That's why after we create the accounts HR or us waits 1 day (for sync purposes) and then add the new starter in the "Account Confirmed?" field. 
Here's how the whole thing looks like (sorry for the blurred parts, but it's internal stuff)

The "Account confirmed?" field is filled out to confirm that the account/mailbox is functional and ready. 

Now what I need is that this field update triggers a 1 day delay (that is already clear how to do) and then sends some attachments to the new account's email address. 

You gave me a good idea with the word template, so I will definitely check that out. 
I will give it a go and see if what you wrote is applicable here and I can test it. 

Happy holidays and thanks for the tips.