when a pdf is created, establish a link to this specific pdf in another webpage

[FMW]

Hi everyone,

I am very new to power automate and workflows. still I have managed some how to set up a flow but now I am stuck with the following issue:

 Once a pdf A is created in folder AA on the page AAA I would like to establish a flow which automates the linking of this newly created pdf A in fold BB on page BBB.

I assume this should be a very easy task for trained users I couldn't figure it out so far though 🙂 It be awsome if someone could help me out with this one!

Best regards, F 

[FMW]

this is what I got so far.... the link just does not open up the desired (new) file. (preferably only .pdf)

HELP any one???????

[v-tiribe]

Hello FMW,

It seems that you need a flow to trigger whenever an item is created within a SharePoint folder.

There is a trigger that will run the flow when the a file is created that could suit your requirement:

https://docs.microsoft.com/en-us/sharepoint/dev/business-apps/power-automate/sharepoint-connector-ac...

Below, we have a simple Flow that only has one validation that is to check if the created file is indeed a pdf.

Please check if the flow above can guide you on your development.

Thank you.

Tiago Ribeiro | Power Platform Support Engineer

[FMW]

Dear Tiado Ribeiro,

thank you very much for your help!

this looks very interesting, though I wonder if this creates a hyperlink or copies the file to the target folder since you used the copy file function?

[v-tiribe]

Hello Fmw,

It will copy the file into the folder. 

Below you can a screenshot with it:

[FMW]

Great this works well, thank you very much!!!! 🙂

Now, my initial goal was to place a link into the target folder. Is there a way to o this as well?

[FMW]

Also I just realized although the file is copied I get a mail that the file has been rejected... any idea why?

[FMW]

could the rejecting mail be initiated by the fact that the pdf which is copied, initially is created as a doc file in the same folder and is converted to a pdf with another workflow before?

[v-tiribe]

Hello Fmw,

Since the initial goal was to have a link in the target folder instead of the file itself, you already performed on the screenshots the actions needed to do so.
Could you just please update the "Create File" action to match the File content i have there and see if it will work for your scenario?

It will create below file in sharepoint folder: 

Of course that you will need validations to the flow to meet your business logic.

[FMW]

thank you soooo much!!! I am advancing step by step which makes me happy 🙂

now both options work with the desired outcome but in both cases I get an email that says the file has been rejected.

If I run the file converting flow run (docx to pdf) alone there is no rejection mail. thus, some how they interact with each other. do you think I should put put them into one single flow?

[FMW]

ok, if I put the two flows together I still get the mail that the file has been rejected. here is the flow i use before to convert the docx to pdf. Then I linked the link flow as you described above neglecting the trigger (see below)

any idea why I keep on getting the mail that the file has been rejected?

[v-tiribe]

Hello Fmw,

It seems you are trying to convert your .docx document by placing the “.pdf” in the “create file” action but to perform that conversion, the step does not work because the system will not be able to simply convert the file like that.

I tested below flow with the Convert Work Document to PDF, where after the conversion I can create the file in the SharePoint “folder 1” location, afterwards I will be creating the URL in the folder number 2.

The flow will trigger twice because we are creating the PDF file in the same folder, that’s why we need to place a condition to check if the file input has .docx extension, in case it will follow the desired execution the second run, it will not do anything.

You can also implement logic to delete the .docx file created in the SharePoint folder and this way you only have 1 PDF in folder number 1 and the URL in the other.

[FMW]

Good morning, 

thank you for the input. Somehow this flow does not work for me though. Or at least I wasn't able to find the bug so far. I will upload the print screen in a minute. I also tried to couple it with copying the file to folder 2 but I can't couple the conversion of the file with the flow to creat a copy to folder 2. How would you approach this?

[FMW]

here a print screen of my flow... can you see where the bug is?

and how to implement a copy instead of a link?

[FMW]

I really dont understand this. the given error sais I should check on the input but to me this is the correct input???

any ideas?

[FMW]

it at least generates the correct file name. so???

[v-tiribe]

Hello FMW,

The error message you are receiving, may indicate the path set at flow level may not be correct.

On my example I am stating the document is within Folder1, which was create on “Test1”, document library:

Below you can see that on SharePoint, I also have a folder named Folder1 and I am clicking on it and uploading the file in it.

Over the flow execution, I can see the input was inside the Folder1:

Could you please confirm that you are placing the correct path in the convert to word action?

Side note, on my scenario, I also received another error message in case the Word document was empty. Please test with a document where you have info.

Best regards,

Tiago Ribeiro | Power Platform Support Engineer

[FMW]

Dear Tiago Ribeiro, 

I now figured out how to do it if there are a couple of sub folder, thank you!

The only flaw in the path is now that I obtain a link to the docx file but id like a link to the pdf. Is this possible?

[v-tiribe · Accepted solution]

Hello FMW,

It is possible because the “Get File properties” and the “Create sharing link for a file or folder” action will have as item id the output from the “Create File 2” action (the PDF).

They will now create the URL for the newly created PDF file.

Over the Dynamic content you need to choose the value from the Create 2 file action.

Please mark as completed if the answer provided helped you.

Please be aware that before placing any Flow to production it will need to be tested and every scenario covered.

Thank you.

Best regards,

Tiago Ribeiro | Power Platform Support Engineer.

[FMW]

Dear Tiago Ribeiro,

thank you soooo much for your great support!!! This is much appreciated!!!

Wishing you a great weekend!!! 🙂