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Automatically add the email adress as new Sharepoint site member when a Sharepoint link (to my.Sharepoint) is sent in a email

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Posted on by Premion

Hello Everyone,

I would like to create an automation that would automatically add the email address of the receiver of my email into the list of authorized viewers of my Sharepoint.

- When I send an email with 1 or several Sharpoint link (ex: 'https://Xeur.sharepoint.com/:p:/r/sites/S0-My.sharepoint/Documents') in the body

- Power automate checks if the receiver's email adress already exists in the Sharepoint list of users

- Receivers email are added into the list of Authorized users of My.Sharepoint.

Do you think it is doable?

Many thanks in advance for your help!

Philippe

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Building flows

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Expiscornovus 33,189 Most Valuable Professional on at

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Hi @Premion,

Just curious, is there a reason/specific requirement why you are not using a sharing link for this or why you want to automate this?

There is an out of the box feature which can also sent an email to the user via the message field. And you can see who already has access via the manage access option of an item.

https://support.microsoft.com/en-us/office/share-sharepoint-files-or-folders-1fe37332-0f9a-4719-970e-d2578da4941c

Just trying to understand what you are trying to achieve to help out a bit bitter 😀

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Premion 12 on at

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Dear @Expiscornovus,

Thanks a lot for your reply and your wish to help here.

There are many reasons why I would like to do this way:
- I don't want to give access to all my sharepoint documents to all the contacts I send a link. I want them to access only to the document concerned.
- I want to avoid as much as possible to open Sharepoint everytime I need to send a link to create an approved user or to copy the link I share for this address everytime. I think it is fastidious and really time consuming.
- I would like to be able to track, if possible who is looking at what and when. So, I guess that I need to create a link for each documents I share?
Anyway, any advices are most welcome!

Philippe

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Premion 12 on at

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Nobody have an idea on how I can do?

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Expiscornovus 33,189 Most Valuable Professional on at

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Hi @Premion,

Your requirements still sound a lot like the default share option in SharePoint Online.

Just to clarify, below is a short video (click on it to see it in higher resolution) on how to share a single document to one user and sent it via an e-mail with a link an a custom message. (which will only give them access to that single document)

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Premion 12 on at

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Hello @Expiscornovus,

Thanks for the video and yes I know how to share from Sharepoint and also to integrate a link directly to a mail.
But your video illustrates exactly all I want to avoid! I find it quite long when you send an email: many "copy/paste", don't you think it is a waste of time? Especially when you have to send 20 Mails like this
When I write an email into Outlook for example, I copy a link of my file in Sharepoint and I think automation could help me adding automatically the receiver to the list of people authorized to view the link. I'm sure this should be possible

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Expiscornovus 33,189 Most Valuable Professional on at

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Hi @Premion,

Thanks for your reply.

What e-mail client are you using, Outlook right? This same sharing experience is integrated into Outlook as well.

1. Whenever you copy paste a link from a file hosted in either OneDrive for Business or SharePoint Online it should show an information icon at the end which you can use to manage the sharing for all recipients of the e-mail.

2. Switch to recipients of the message option. Which means people who receive this message will be able to view the file.

I am not sure how you can make this more efficient with a Power Automate cloud flow? 😅

But feel free to correct me if I am wrong or give me more details on which other steps are part of the process.

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Premion 12 on at

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Yes, I think you can make it more efficient. This is true that when you have only one link, it is pretty easy to do the way you say. But if you have more links, which is generally the case for me, you have to do it for every links which is totally not efficient.

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Expiscornovus 33,189 Most Valuable Professional on at

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Hi @Premion,

Yes, I get that. Ok, lets try and make it more efficient and see if that is possible 👍

First question for the flow setup. Where would the Power Automate flow get these files from? Are the files always stored in the same place? And how can we retrieve who needs to receive the e-mail and needs to be authorized?

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Premion 12 on at

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Hi @Expiscornovus,

Thanks for your help!
My files are always stored into the same Sharepoint folder - Called 'Library'
I was expecting to use the email address of people that are in 'send To:' of the e-mail.
I suppose the flow would need to check first if the e-mail address already exists is in the list of authorized address and then add as new if doesn't or do nothing.

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Premion 12 on at

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Hello,
So you could not find any turnaround I guess?
Thanks for your help
Philippe

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