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Sharepoint folder share approval on behalf of external member

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Posted on by DTL747

Good Day people of the Flow,

We have a few Sharepoint Team sites that have access only to the members in that department but we do work with external clients, contractors or from time to time other teams within our organization. Instead of allowing access to the whole document library we typically only give access to a specific file or folder for external members. This is done via the manual route...

I want to know if it is possible for me to create a flow where members inside a sharepoint team can select a file or folder and request access on behalf of an external member? This should then fire of a mail to me which I can then approve or not?

So basically because the external users do not have access to the sharepoint document library they can't see the file that they need access to, hence the reason I want the existing team members inside that team to be able to request access on behalf of an external user.

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annajhaveri 8,531 Most Valuable Professional on at

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@DTL747 do you want to share folder or document to specific email address of external user or share the anyone with link can access?

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DTL747 12 on at

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Hi thanks for getting back to me!

I would like to share to a specific external user email and they should be allowed to edit. If the internal team wants to share a folder with a external user the flow should allow them to select a external user and submit for approval.

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annajhaveri 8,531 Most Valuable Professional on at

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@DTL747 you can create a flow with trigger, For Selected Item, and add manual input for email address, then you need to use sharelink API using Send HTTP Request to SharePoint action to share a folder or file with external user

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DTL747 12 on at

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Hi Anna,

I am not sure if I am on the right path? This gave me an error...

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annajhaveri 8,531 Most Valuable Professional on at

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@DTL747 the Send HTTP Request to SharePoint action needs to be configured differently

Add action "Get file properties" just before "Send an HTTP request to SharePoint" action and configure it as follows:

Then configure Send HTTP request to SharePoint action as follows,

Below is the Uri to be used on this action, replace

_api/web/GetFileByUrl(@v)/ListItemAllFields/ShareLink?@v='@{outputs('Get_file_properties')?['body/{FullPath}']}'

Configure below json payload in Body parameter

{ "request":{ "createLink":true, "settings":{ "linkKind":7, "expiration":null, "role":2, "restrictShareMembership":true, "updatePassword":false, "password":"" }, "peoplePickerInput":"[{\"Key\":\"@{triggerBody()['text']}\",\"DisplayText\":\"@{triggerBody()['text']}\",\"IsResolved\":true,\"Description\":\"@{triggerBody()['text']}\",\"EntityType\":\"\",\"EntityData\":{\"SPUserID\":\"@{triggerBody()['text']}\",\"Email\":\"@{triggerBody()['text']}\",\"IsBlocked\":\"False\",\"PrincipalType\":\"UNVALIDATED_EMAIL_ADDRESS\",\"AccountName\":\"@{triggerBody()['text']}\",\"SIPAddress\":\"@{triggerBody()['text']}\",\"IsBlockedOnODB\":\"False\"},\"MultipleMatches\":[],\"ProviderName\":\"\",\"ProviderDisplayName\":\"\"}]", "emailData":{ "body":"", "subject":"" } } }

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DTL747 12 on at

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Hi Anna,
Thanks for all the help.

I am getting a timeout error. "BadGateway"

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annajhaveri 8,531 Most Valuable Professional on at

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@DTL747 okay, can you share screenshot of errored action from flow run, i would like to know more details of error

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DTL747 12 on at

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Hi Anna,

Apologies for only replying now. Please see...

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