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PDF file approval process finding the temp file, not the actual file.

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Posted on by martin_lr

I am trying to create a workflow that goes as follows:

1) User fills out a Microsoft Form, and uploads a pdf file to SharePoint
2) Flow automatically starts, finds the file and sends it to approvers to get it approved.

The problem I am facing is when the PDF file is uploaded, the Form starts and finds the temporary file of the PDF, and not the actual PDF (I imagine the temp file is made while the pdf is being uploaded). Obviously this doesn't work, as a temp file the no longer exists gets send to approvers.

Is there any way to fix this?

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Using flows

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abm abm 32,985 Most Valuable Professional on at

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Hi @martin_lr

You cannot attach items in approve emails. Please see below post.

https://powerusers.microsoft.com/t5/Using-Flows/Is-is-possible-attach-a-file-in-a-approval-email/td-p/159291

Thanks

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martin_lr 8 on at

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I am not trying to attach the file to the approval email.
The PDF file is uploaded to Sharepoint.

All I want the approval email to do is hyperlink to the pdf file on sharepoint.
Right now it hyperlinks to the temp file

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abm abm 32,985 Most Valuable Professional on at

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Hi @martin_lr

Thanks for your quick reply. This could be timing and refresh metadata behind the scene. Could try to add a delay after uploading the document? If not another option is create a new flow when a file is uploaded?

Thanks

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martin_lr 8 on at

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I've tried using "when file is created" and "when new form response is submitted" and they both do the same behaviour.

Is there a way to add a timer/delay?

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abm abm 32,985 Most Valuable Professional on at

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Hi @martin_lr

Try this

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martin_lr 8 on at

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Ive tried using delays

What the process is now:

1) trigger the flow to start when a new form is submitted
2) wait 30 seconds
3) find the most recent file uploaded to sharepoint and send that (link) to the approvers

However this is not a great solution as if multiple files were uploaded at the same time, the wrong file could be sent out.

is there a better way of linking the uploaded file with the delay?

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v-litu-msft Microsoft Employee on at

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Hi @martin_lr,

After the delay action, you could use the Get item action to get the last version of the file just uploaded, instead of getting the most recent file uploaded.

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

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abm abm 32,985 Most Valuable Professional on at

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Hi @martin_lr

After the delay action filter the file using Get Items filtered by filename. Here I have hardcoded mnu.jpg which is my filename. Replace the filename accordingly.

See below.

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v-litu-msft Microsoft Employee on at

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Hi @martin_lr,

Has your problem been solved?
If your problem has been solved, You could go ahead and mark the post as solved by clicking “Accept as Solution” so that this thread will be marked for other users to easily identify!

Best Regards,
Community Support Team _ Lin Tu

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