Help with Sharepoint secure document sharing and power automation.

Hello,

I have small business that requires sharing sensitive documents securely with specific clients who may not necessarily have an microsoft account or will struggle with authenticator app. I have signed up to a business account but struggling to set this up. The functionality I need is as per below

Create secure folders that hold word, pdf and excel documents
Every folder has a group of pre specified emails (primary recipient and 1-2 others ) that the contents of the folder might need sharing with.
Upon creating of a new folder an automatic Microsoft forms document goes to the primary recipient to seek permission for sharing documents via this approach.
Ability to drop documents in these folders
For automation such that every time a document is added to the folder, it automatically sends the document, via secure email (ideally OTP authentication) to pre specified recipients

I am presuming this is possible but would appreciate some help in setting this up correctly, ideally as a live teams call, as have struggled to do so myself via the plethora of set up videos here and on youtube.

Many thanks

Categories:

Business Process Flows

I am not 100% positive this will work since we have this disabled in our tenant. However, here’s a step-by-step guide to help you set it up:

Create an Automated Flow:
- Go to Power Automate and create a new flow.
- Choose the trigger "When a file is created (properties only)" from SharePoint.
Add the "Create sharing link for a file or folder" Action:
- In the flow, add the action "Create sharing link for a file or folder".
- Configure the following parameters:
  - Site Address: Select the SharePoint site where the file is located.
  - Library Name: Select the document library.
  - Item Id: Use the dynamic content to select the ID of the file.
  - Link Type: Choose "View and Edit" or "View Only" based on your needs.
  - Link Scope: Select "Anyone with the link".
Send the Sharing Link:
- Add an action to send an email to the specific people you want to share the file with.
- Include the sharing link in the email body.
One-Time Passcode Verification:
- When the recipients receive the email, they will click the link and be prompted to enter a one-time passcode sent to their email to verify their identity.

This setup ensures that the file is shared securely with specific people, even if they don't have a Microsoft account. You can read more at External or guest sharing in OneDrive, SharePoint, and Lists - Microsoft Support

Quick Links

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