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Creating schedule flow

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Posted on by Johnson_Bong

Hi, I'm trying to create a schedule flow which will grab files automatically from Onedrive for business (uploaded by different user during 1st to 15th) on every 16th of the month, convert every file into different PDF (not to merge the files), and email the files (in PDF as attachments) to Manager1 & cc to respective user. You may refer below table for better understanding.

USERName	User1	User2	User3
Date	report submission as attachment from MS Form	report submission as attachment from MS Form	report submission as attachment from MS Form
1-Jan	√	√
2-Jan			√
3-Jan		√
4-Jan	√
4-Jan			√
6-Jan
7-Jan		√	√
8-Jan
9-Jan		√
10-Jan			√
11-Jan	√
12-Jan			√
13-Jan		√
14-Jan			√
14-Jan	√
every 16th 00:00 hour	Convert 4 files from onedrive for business submitted by User1 to PDF and email these 4 PDF files (as attachment) to manager1 & cc to User1	Convert 5 files from onedrive for business submitted by User2 to PDF and email these 5 PDF files (as attachment) to manager1 & cc to User2	Convert 6 files from onedrive for business submitted by User3 to PDF and email these 6 PDF files (as attachment) to manager1 & cc to User3

Can anyone help me on this?

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Using flows

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hemrhk 361 on at

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To create a scheduled flow follow the below link,
https://docs.microsoft.com/en-us/power-automate/run-scheduled-tasks
Get the files based on user using Onedrive business actions.
Use the "Create file" action in onedrive to create a pdf file, refer the sample post to create pdf.
https://365stack.in/index.php/2021/09/17/powerapps-print-form-to-pdf/
To add attachments to email follow the below post, here sharepoint is used.
https://365stack.in/index.php/2021/11/19/how-to-add-dynamic-attachments-in-power-automate-send-email-action/

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Johnson_Bong 6 on at

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hi @hemrhk ,
thanks for the information, with the file / link you shared, I can create schedule flow, convert files to PDF and send files as attachments.

However, there are some important steps that missing in between
1. how can flow define 15 files uploaded (as sample attached above) from 1st to 15th is from which user and make sure it convert to PDF and email back to the same user?
2. how can flow define those files that already sent on 16th Jan and will not resend again on 16th Feb?

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hemrhk 361 on at

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1. Can you create all the files in "Not Processed" folder and get the files from that folder, I hope we can get the email address of the person who created the file.
2. Once the file is sent, Create the files in "Processed" folder and delete the file from "Not Processed" folder.

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Johnson_Bong 6 on at

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@hemrhk thanks for the detail.

But too bad i still cannot get the flow right.

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v-JessicaG-msft Microsoft Employee on at

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Hi @Johnson_Bong ,

Do you want to convert files uploaded by different users of MS Form to PDF on the 16th of each month and send the PDF files to manager1 & cc the corresponding users of submit MS Form?

I used to create two flows to fulfill the requirements: the first flow to convert files uploaded by different users into PDFs and save them in folders (different users create different folders). The second flow to send emails to the corresponding users with the files in different folders and delete the PDF files in the folders after the emails are sent successfully.

I have test for your reference, please try the following workaround:

create folders:

flow1:

flow2:

JSON:

{ "type": "array", "items": { "type": "object", "properties": { "name": { "type": "string" }, "link": { "type": "string" }, "id": { "type": "string" }, "type": {}, "size": { "type": "integer" }, "referenceId": { "type": "string" }, "driveId": { "type": "string" }, "status": { "type": "integer" }, "uploadSessionUrl": {} }, "required": [ "name", "link", "id", "type", "size", "referenceId", "driveId", "status", "uploadSessionUrl" ] } }

Best Regards,

Jessica Gu

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Johnson_Bong 6 on at

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Hi @v-JessicaG-msft,
Good day to you.
Yes, you are right, I need a flow to convert files uploaded by different users of MS Form to PDF on the 16th of each month and send the PDF files to manager1 & cc the corresponding users of submit MS Form.

I've created flow1 and test run successfully.

There is a step where I've changed from "Get file content using path" to "Get file metadata" to ensure the flow1 running smoothly to save the file in PDF to specific folder assigned.
Secondly, instead of using "condition" flow to direct the PDF file to save in which folder, I also did some improvement on flow which I create folders by naming them using responses email address and direct the flow to save specific file from each responses email to the correct folder. This steps increase the working capacity of the flow by not limiting to a few user that we build into the flow itself.
However, when I creating flow2 by following your suggestion, I found out that there are limitation on the number of user to this flow, is there any other way to work around to expend the number of user instead of building the user onto the flow?

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