Multiple Email Attachments from SharePoint Library files

[WarrenBelz]

Hi All,

I have a requirement to attach a group of photos (unknown number) stored in a SharePoint Library.

So that this is not started from the beginning, this post on the Power Apps Forum is where I am at the moment, but I have a feeling the answer lies with a Flow.

As noted, I can easily send the URLs/Identifiers to a Flow and well as that of the reference document. I just need the user to select a record and email these.

[efialttes]

Hi

So, your Power Apps lists to the user a list of photos currently stored in Sharepoint, user selects the ones he/she needs, and you expect Power Automate (aka Flow) to send the email, right?

If my assumption is correct, can you share a screenshot of your current Flow design so we can help you to complete it?

Anyway, you can probably adapt  the Flow described in the following post to your own requirements:

https://powerusers.microsoft.com/t5/Building-Power-Apps/PowersApps-Flow-Button-to-Send-Email-of-Atta...

If not, can you detail a bit more your scenario and expectations?

Thanx!

[WarrenBelz]

Thanks @efialttes ,

Below (I cannot see your attachment control) is a copy of a similar concept I do when I have two specific files (signatures) where I know the names and locations and embed these in a PDF (also sent in the Flow) and email it. The bit I am missing using a similar concept is how I pass all the file path/names or identifiers from a collection in SharePoint, grab all the files (including the covering letter) and attach then to an email. I read the post you refer to a number of times, but cannot see that part of the detail.

To answer your first question, the user has a record from a SharePoint list (where the data for the covering letter comes from). The SharePoint Library photos have the ID of this record in a reference field and it is easy to make a collection of these. When the email button is pressed, I just need the lot to go out together. There are no size issues as the photos are small.

[efialttes]

Hi again!

First of all, thank you for the detailed post. It makes things easier.

Please also note the attachment control in my example is for the purpose of attaching several files, not just one

I think you do not ned to  pass all the file path/names or identifiers, your current design allows an (imo) easier approach to your current challenge: just make your Power App pass the ID of your record to execute your Power Automate Flow.

THen you can implement a 'Get item' using the record ID to get the data for the covering letter

Then you can implement a 'Get files (properties only)' and use record ID to filter on column Reference, so you just get the files you want to target, and not all the library files. You can apply the filter by means of a more efficient Filter Query ODATA expression in the 'Get files (properties only)' or by means of a more flexible 'Filter Array' independent action block.

Then you can follow a similar approach to the one in the thread I suggested in my first post: add an 'Apply to each' with the results filtered as its input, inside it add both a Get File Content, and an 'Append to Array' (please remember to initialize the variable first)

Now add 'Send an email' out of the 'Apply to each, at the bottom of your PA flow

THere is a third approach for the filtering, that is to use a Condition inside your apply to Each, as in this post.

Hope this helps

[WarrenBelz]

Hi @efialttes ,

I appreciate your help - I do a bit of work on the PowerApps forum, so I understand very well the importance of clear description of process.

So my concept is that an array of IDs will arrive from PowerApps to Flow. I don't do a large amount of Flows and the one I sent is about 12 months old. I have had a go as below, but I know this is not there presently.

[efialttes]

@WarrenBelz 

Thanx again for your detailed design description!

Now let's discuss about your current design.

Let me say I think it is as valid as my first suggestion, and also simple (actually you do not need to deal with filters). Taking this current design as a start point, my suggestion is:

1.- To leave Attachments variable Initialize value empty

2.-To remove current 'Append to Attachments' value and add object structures instead, as in the 'Append to array' from the last example I shared https://www.portiva.nl/nl/portiblog/2018/03/07/send-email-with-multiple-attachments-using-microsoft-...

This way, when filling your Send an email attachment section, you just need to add your array variable, please note you have to clickon the icon with a 'T' surreounded by a square on the right upper corner of the Send an Email Attachment section to access  this other input method:

Hope this helps

Please let me know if you fin problems

[WarrenBelz]

Thanks @efialttes ,

Late Sunday night here - I will absorb your valued input tomorrow morning.

[efialttes]

Hi again!

I am reviewing the last screenshot you shared, and realized that your final 'Send an email' Attachments Name should not contain 'File Content' output from your previous steps.

Hope this also clarifies a little bit more the picture, and tomorrow we can shout 'Hurray'

[WarrenBelz]

Yep - must have been getting tired - that is the file name. I will probably have more questions on that.

[WarrenBelz]

HI @efialttes ,

And again thank for you help. My latest effort below - can you also confirm the ODATA filters are correct and my strategy with the letter is sound.

[v-alzhan-msft]

Hi @WarrenBelz ,

You shouldn't add two Array attachments in the send an email action.

You needn't create the array "LetterAttach", and you could add the item you want to add to the array "LetterAttach" to the array "Attachments" before the send an email action.

Best regards,

Alice       

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[WarrenBelz]

Thanks @v-alzhan-msft ,

Another step with your and @efialttes 's guidance.

Could you have a look at the below please

[v-alzhan-msft]

Hi @WarrenBelz ,

Could you please take a try to run the flow to see if it works?

Best regards,

Alice       

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[WarrenBelz]

Ok @v-alzhan-msft  Alice - I have to build the other end in PowerApps - just needed an idea of what I had to send.

I will get back.

[efialttes]

Hi again @WarrenBelz 

I think the Odata filter is OK if the internal name of your ID column is exactly the same (ID) and also if it is defined as a 'single line of text' in your Sharepoint library. If you declared it as a Number, the you shall remove the single quotes.

But please note there is already a standard ID column on any sharepoint library, meaning if you created a new column (as I guess you did), even if Sharepoint allowed to name it ID also, its internal name will be different.

If you need help to identify Sharepoint internal names for columns, please let us know

[WarrenBelz]

Thanks @efialttes ,

You were right on the first one - the quotes need to be removed - it is the standard ID. I had used this syntax before and now remember that it was a number stored a text. I actually started this journey in SharePoint, but there is always something I can learn.

I will be passing the ID numbers as Integers to the array.

[efialttes]

@WarrenBelz 

If you are currently passing them as strings, in Power Automate you can convert them into integers by using int() funtion based expression

Hope this helps

[WarrenBelz]

Thanks @efialttes ,

But of a hurdle here I am getting this when attaching the Flow to PowerApps

any ideas - I have not seen this one before

[efialttes]

Hi!

Just google...

"registering error" "power apps" flow

...and you will find some posts covering this new issue:

https://powerusers.microsoft.com/t5/Building-Power-Apps/Registering-error-when-trying-to-add-a-Flow-...

https://powerusers.microsoft.com/t5/Building-Power-Apps/Registering-Error-when-trying-to-add-a-flow/...

...

Hope this helps

[WarrenBelz]

Thanks @efialttes ,

I have just got back to this.

Seems to be a bit of a dead end - I am already collecting the data, but I have not even told the Flow what to do yet - it simply will not register. Also if I do this, how do I change the Flow. 

I am sorry, but I am lost here at the moment.