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Creating a PDF file from different sharepoint lists

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Posted on by Community Power Pla... Microsoft Employee

Edit: I rephrased the requirement. I want to generate a PDF report with data from different sharepoint lists, conncted with link IDs.

I have three different sharepoint lists. Each item within a list has a unique ID, and the items in Deviations and Actions list are linked to an AUDIT with a field called "Audit Link ID". Of course each list has several columns I dont show here. The assingment and relation of the Link IDs works fine.

Example: The Audit has three deviations and two actions.

Audits:

ID Title

1 Test Audit

Deviations:

ID Title Audit Link ID

1 Test Deviation 1 1

2 Test Deviation 2 1

3 Test Deviation 3 1

Actions:

ID Title Audit Link ID

1 Test Action 1 1

2 Test Action 2 1

I now want to have a flow that generates a pdf, with following data from these three sharepoint l

Audit = ID 1

Deviations = All Items with "Audit Link ID = 1

Actions = All Items with "Audit Link ID" = 1

I know how to create a pdf out of a sharepoint item, but I do not know how to achieve it with more than one datasource and prefiltered items.

Thank you!

Best Regards

Fabian

Categories:

Building flows

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v-jefferni Microsoft Employee on at

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Hi @Anonymous ,

Since you will need the process run automatically when new entries are got into the list, you need to create as many flows as the lists. All the flows have same triggers and actions, but link to different list.

Best regards,

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Community Power Pla... Microsoft Employee on at

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Hi @v-jefferni , thanks for your reply.

I want to change the start trigger to when a Power Apps Button is pressed anyway.
Means, in Powerapps I will have a button "Print". When the user presses this button, the flow shall be started.

My flow which generates the PDF has to take the data from three different sources at the same time. All the sources at this time have already an entry. And everything has to be stored in one pdf. I am not sure if I can achieve this if its three different flows?

Thank you
Best Regards

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v-jefferni Microsoft Employee on at

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Hi @Anonymous ,

It's achievable that use three flows for one PowerApps button. But this approach seems a bit odd. Since you will trigger the flow from PowerApps, basically we will create one flow and pass a list name to this flow and connect to the specific list. You can use the Send http request to SharePoint action to get list items:

Send An HTTP Request To SharePoint In Power Automate (MS FLOW) (c-sharpcorner.com)

So, in PowerApps, OnSelect of the button will trigger the flow and pass a list name as parameter:

Flow.Run("list name", "item id", ...)

When editing the flow, you can use list name and item id from PowerApps trigger to get the list using action mentioned above and a Get item action to get item details then use them for generating files.

Best regards,

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