How to use flow in this case: completing data into word/pdf

[Tommmertom]

Hi all,

I want to use Flow to build the following flow of activities, but fail to understand how to use Flow (and Forms?) for this.

Any hints?

Step 1. User A fills a form with a number of fields, of which one is an email adress of user B

Step 2. User B receives email notification to complete a different form with parts of data in form step 1, including a manager's email adress

Step 3. A word document (or even PDF) is generated with data from step 1 and 2 which is send to email adresses  of user B and his/her manager

Step 4. Manager and user receive PDF, print, sign and upload in a different form

Step 5. Uploaded file is archived in O365 cloud, trigger sent to user A (email), all entered fields from all forms are stored in a list

So basically, a number of users working together to fill a template with parameters leading to a file being uploaded and stored, and a list being updated with data.

I assume I can use Flow for this. But for all components? Or do I need Forms too?

Thanks!

Tom

[v-yamao-msft · Accepted solution]

Hi @Tommmertom,

Do you want to submit data from PowerApps to data base via Microsoft Flow? Which data source are you using?

I assume that you may need to create 3 flows to achieve your requests.

For Step 1, create Flow1, it could be triggered by PowerApps button, then the action “Send an email”. When the button on PowerApps is clicked, an email would be sent to User B with the data in a Form.

For Step 2, Step3, Step 4, create Flow2. If you want to submit data from PowerApps Form, you may need to create another flow with the trigger PowerApps button.

Let’s say you are working with SharePoint list, then you need to start a new flow with the trigger When an item is created, then the action Create file with the contents needed.

If you also want to send an email to User B’s manager, you could use the Office 365 users – Get manager action to get the manager’s email address dynamically.

For Step5, create Flow3 which is triggered by When a file is created. Say you are using OneDrive for Business connector as the file storage. Then send an email to User A.

Please take this for a reference and try it on your side.

If you need more help, please feel free reply.

Best regards,

Mabel Mao

[Tommmertom]

Dear Mabel

Thank you for taking the time to revert and elaborate. This looks indeed like a good reference to start working on.

The starting point should be a simple form, e.g. Sharepoint and then leading to a flow.

Currently I am not yet able to experiment, due to time constraints and our organisation is yet to migrate to O365 and enable Forms, but it does look very promising with your approach.

Once we are ready I will try it and revert.

Thank you again!

Tom

[Anonymous]

@v-yamao-msftI'm curious to understand why you have recommended a PowerApps button when you can create buttons using Flow? Which from my experience is a lot quicker and easier to set up - as PowerApps, I have found to be quite cumbersome. 

You would still be able to create the other Flows and Forms around what you have suggested but is there any additional benefits of using PowerApps that I do not understand? Curious to know as I am working on a similar solution for creating buttons to generate an alert to management team as a communication method for them to react to an incident.