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Using a form to grab/share a file from SharePoint

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Posted on by Community Power Pla... Microsoft Employee

Good time zones all!

So, I'm working on making a document repository of sorts for my company, since we have a bajillion files and such.

I'm wanting to make a Microsoft form that the end-users can fill in their First Name, Last Name, and Email. Then at the bottom of the form, I have a drop-down menu of the files they want to get. From the selection of the file, the flow would then grant them access to the file from a SharePoint Site Library that I made that holds all these files in there.

I had this working some time ago, but now it doesn't seem to be working. I can select the form I want, but it grabs a completely random form out of the library, not the one I'm looking for. Here's what I've got so far:

Sharepoint PowerAutomate Thing.png

I'm curious if I'm doing something wrong, but I could've sworn I had it working correctly.

Any chance someone could help me out?

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Building flows

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Hardesh15 7,087 Super User 2024 Season 1 on at

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@Anonymous Please make it clear how do you identifying document id from SharePoint Lib?

Also it will be good if you can

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@Hardesh /Gopenly.in

share complete flow and ms form screen.

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Community Power Pla... Microsoft Employee on at

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@Hardesh15 That's one thing I'm unsure about truthfully. We just switched to O365 not that long ago and I'm trying to learn as much as I can about it. I'm unsure of how to get the document ID, and from the looks of it, I dont even have the document ID in the flow.

How would I go about adding that? The pictures attached are the complete flow and MS Forms pages.

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Hardesh15 7,087 Super User 2024 Season 1 on at

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@Anonymous See you are already asking user about file name in MS form. Use Action-Get files This will give you all files from your document library then use condition to match you document name form get items and MS Form . In Yes block you need to use grant access to file and folder... action and pass id from get files.

Add these steps- i am using compose to take file name from Get response details.

Please 'Thumbs Up' the posts that helped you and 'Mark as Solution' if my post answered your question.

@Hardesh /Gopenly.in

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Community Power Pla... Microsoft Employee on at

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@Hardesh15
Apologies for the delay in response, in the compose area, what did you put in for the inputs? I went ahead and threw in the name of the document they're requesting, but just wanting to make sure i do this right.

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Hardesh15 7,087 Super User 2024 Season 1 on at

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@Anonymous Please see compose text- I have put requested file name from get response details.

Please 'Thumbs Up' the posts that helped you and 'Mark as Solution' if my post answered your question.

@Hardesh /Gopenly.in

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Community Power Pla... Microsoft Employee on at

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@Hardesh15 Here's what I've got.
I'm going to try and have it send an email as well, it says it's all successful, but I don't receive any notification that it worked as intended.

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