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Portal contact in workflow

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Posted on by KD203

Hello all!

I've been trying to get the portal contact which activates an entity list workflow so i can put the Full Name and job name in an email i'm sending to the primary contact of the record i started the workflow on. The workflow it self is really simple because it only sends a single email with a bunch of information about the selected record on the entity list. But it basically has no purpose if i can't get the contacts information.

Is there a way to get the contacts information that i'm not aware of?

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Power Apps portals

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oliver.rodrigues 9,368 Most Valuable Professional on at

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Hi

Just to confirm, you have an entity list and are triggering a workflow action via that list, right?

Does your records from the entity list have a lookup for the Contact? If yes that's how you get the information from the contact, in the workflow you can navigate through lookup's data

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KD203 84 on at

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Hi, @OliverRodrigues ,

Yes, i have an entity list and im triggering a workflow action through the drop down menu that appears.
The records i have in the entity list have a connection to a contact which could run this workflow, but there is another type of contacts with different roles and acceses to the records which should be able to run this workflow aswell.

The problem accurs when i want to differentiate from these two types of contacts - one is related directly with a relationship to the records and the other one can see these records, because they have a relationship to his parent account.

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justinburch Microsoft Employee on at

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Hi @KD203,
You won't be able to identify this with the Run Workflow action, and would likely need to go a custom route - an idea would be to change the workflow from being On Demand to being triggered by an update to a field - like a Lookup to Contact, titled something like "Workflow Run By". Then you'd want to see if you can use JavaScript to add a custom button to your list that calls the Preview Feature API (https://docs.microsoft.com/en-us/powerapps/maker/portals/web-api-overview) to update the record with the current contact's logged in user.
This is just one option, but all of the ones I can think of will require some fairly decent dev/customization.

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KD203 84 on at

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Hi @justinburch ,

Thanks for the help, accepted your answer as the solution.

Just out of curiosity what would be the more dev/customization variants of making this functional?

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justinburch Microsoft Employee on at

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Hi @KD203,
Some ideas:
Setup a custom API (if wanting to wait for the Preview feature to become publicly established) using the old-school method, where you create an entity and query for it, intercept the query with a RetrieveMultiple plugin and use "filters" in the query to detail the action required - e.g. retrieve "WorkflowRunner" where new_targetId = GUID of entity, new_actionId = GUID of workflow, createdby = GUID of the contact who ran it. This injects a fake "response" (even though no record exists) of a retrieved record with the status of the actual run. This is not recommended by Microsoft (despite it being used by the product itself in the old Marketing API), but requires 1. no Azure components and 2. no Preview features
Create an Azure based API using the implicit grant flow feature to call the workflow with passed in GUIDs, extracting the contact's info from the bearer token provided for authentication (https://docs.microsoft.com/en-us/powerapps/maker/portals/oauth-implicit-grant-flow)
The method I suggested before, which doesn't require any C#/Azure code but still plenty of code!

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