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Posting document via flow to PowerApps Portal

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Posted on by DarrenPlant

I am trying to automatically push a new document that drops in to a SharePoint folder to a web page in PowerApps Portal.

Example:

url in webpage is release_note.pdf and this url will stay the same.
release_note.pdf has a file in PowerApps Portal called release_note1.pdf
A new release note (release_note2.pdf) is pushed to a SharePoint folder
PowerAutomate can watch for a new file and act upon it.
The action I want is to push that new file (release_note2.pdf) to replace the web file attached file (release_note1.pdf)

Can someone advise me please? All I generally find is creation of a PowerApp or PowerApps Portal form to upload a file form Portal to SharePoint.

Categories:

Power Apps portals

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OOlashyn 3,496 Most Valuable Professional on at

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Hi @DarrenPlant ,

If I understand you correctly you would like to update a web file via Power Automate? If yes, then you should be able to do it - you just need to create a new note and associate it with the web file record in Dataverse (by providing web file record id and type as a regarding object). The portal always shows the latest attached note as a web file. If you don't know how to create a note with power automate you can check this example template.

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DarrenPlant 77 on at

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Hello

I have the following web file where url is xxxx-Release-note.pdf

The corresponding note (for the attachment) is here:

It is this attached file I would like to change dynamically. If there is a new version published in SharePoint, I would like a flow to update the attachment with this new file.

There seems to be zero documentation around web file note.

Thanks
Darren

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Fubar 8,338 Super User 2025 Season 2 on at

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Note (annotation) is essentially just another record, with its regarding set to Web File record, the Note record in Flow also has additional fields mime/time, file name, Document (the file contents - binary). (Edit: note, you do not update the existing file you add another one - the portal caching will grab the latest notes file attachment against the Web File record and use it - and due to the caching the update is not instantaneous).

This link isn't exactly what you want but it has all the components that you need (rather than 1 specific file they are looping many and creating multiple Notes with attachments)
https://powerusers.microsoft.com/t5/Building-Flows/how-to-add-notes-attachment-in-model-driven-app-using-microsoft/td-p/318433

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DarrenPlant 77 on at

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Hi @Fubar , I followed the link you provided and it helps my understanding. I tried a test approach and the flow did not complain, but I still do not know how to connect the dots around your first paragraph. I am unsure where the file ended up?

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Fubar 8,338 Super User 2025 Season 2 on at

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If you set the Regarding field on the Note correctly then the note should be attached to the respective Web File record - if you did not set the Regarding the Note will be 'floating' as its attached to nothing. To see if it created you can do an Advanced Find on the Notes entity and look for it there. (in the link, you will see they have a value in the Regarding when they create the Note that is the CDS record they create at the top - for you this would be the Web File record that you want the note attached to).

The Portal pulls the latest Note (attachment) against the Web Files into its cache (so it doesn't make an API call to your CDS every time someone loads or refreshes a Portal Web Page) - hence you don't update the existing note, you just create a new one with your new attachment (but the Regarding on the Note must be set to the Web File record - i.e. so you and the portal can see it in the Notes against the Web File).

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DarrenPlant 77 on at

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Thanks @Fubar you helped a lot here. Got it to work in static mode, now to apply dynamic so I can address the different webfiles correctly based on attachment name coming in.

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DarrenPlant 77 on at

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Hi @Fubar @OOlashyn

A few months have come and gone and I am revisiting this. Instead of matching to a specific webfile id, is there a more dynamic approach to this?

/solution/product/blah-blah-filetype/file is my SharePoint structure

I have PA pulling product, filetype and file, but now I need to push this file to notes/annotation of a webfile. If I was to name all webfile titles as product-filetype instead of using the webfile_id (e.g. a0962cf2-ff80-eb11-a812-000d3ad48ff8) as regarding, so:

ThinkPad-X1
Apple-MacBook

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