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Power Platform Community / Forums / Power Automate / Sending a converted PD...
Power Automate
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Sending a converted PDF document by flow and attachments from share point list

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Posted on by 40

Hi 

 

Appreciate if anyone could advise if this flow is creatable in Power Automate. From a share point list with attachments, I'll need to send an email with the attachments and also convert the list to a  word template anf PDF it. The email should contain the converted PDF item and also the attachments.

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  • abm abm Profile Picture
    32,985 Most Valuable Professional on at

    Hi @Sn0white 

     

    Please see this video regarding how to get list attachments to email.

     

    https://www.youtube.com/watch?v=bblVbhxbo0A

     

    This video explains how to read the list and convert to PDF

     

    https://www.youtube.com/watch?v=-1jsBllmr-w

     

    Also there is another way to convert list items to PDF

     

    https://powerusers.microsoft.com/t5/Building-Flows/Generate-PDF-from-SharePoint-list-item/td-p/195965

     

    You probably could store all the generated documents (PDF) in SharePoint. The below post explains how to attach multiple files in a single email.

     

    https://flow.microsoft.com/en-us/blog/multiple-attachments-single-email/

     

    Thanks

     

     

  • Sn0white Profile Picture
    40 on at

    @abm  Thanks for ur reply.

     

    Would it be possible to do it in one flow? As I only want 1 email with the PDF file generated from word template from the sharepoint list as well as attachments that was saved in the list. 

     

    For example. I entered 1 sharepoint list and saved some attachments along with this entry. I want it to generate a word template from the sharepoint list, converted the word to pdf, TOGETHER, with the attachments that was uploaded. Is it possible or must it be different flows as u have indicated. Attachments one flow, convert file another flow, email another. Best if u can show me graphically the steps if 1 flow is possible. Thanks.

  • v-litu-msft Profile Picture
    Microsoft Employee on at

    Hi @Sn0white,

     

    It is possible to send attachments and converted PDF via a single Flow, steps as below:

    1. Initialize an array variable to hold these file name and file content;

    2. Get file content store in the SharePoint folder;

    3. Create copy of these files, cause convert file action only supports files stored in onedirve, so we should store these files into onedrive, you could add an action to delete these copied files;

    4. Use Convert file action convert them into PDF;

    5. Append these files into the attachment array variable:

    {
     "Name": "file Name",
     "ContentBytes": "file content"
    }

    6. Send an email, append the array variable into the attachment field.

    Capture.PNG

     

    Capture2.PNG

     

    Capture3.PNG

     

    Capture4.PNG

     

    Best Regards,
    Community Support Team _ Lin Tu
    If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

  • Sn0white Profile Picture
    40 on at

    Hi @v-litu-msft 

     

    Many thanks for your reply.

     

    I need the sharepoint list to generate a word template and then convert it to PDF. In that same sharepoint list, there are attachments which I need to email it out together with the PDF in one flow.

     

    I am a bit loss following your steps. Could you help me out further on this please?

  • v-litu-msft Profile Picture
    Microsoft Employee on at

    Hi @Sn0white,

     

    You mean you want to convert SharePoint list into a Word file, or just need to store the SharePoint items into a file which readable, right?

     

    Best Regards,
    Community Support Team _ Lin Tu
    If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

  • Sn0white Profile Picture
    40 on at

    Hi @v-litu-msft 

     

    Yes, from a single sharepoint entry, I want it to generate a letter template (Word file) which then needs to be PDF before it is sent in an email with other attachments that was uploaded in the same list.

     

    Is it possible to do it in one flow.

  • v-litu-msft Profile Picture
    Microsoft Employee on at

    Hi @Sn0white,

     

    Yes, it is possible, you could use Get items to get all rows you want firstly, then use the select function to structure the entity into profile name + value, the profile name is the repeat column you created in the Word template.

    For example, my two repeat columns in word template are RepeatNum and RepeatDate, so in the Select action, I use RepeatNum and RepeatDate as column names.

    Then put the output of select into the word template, then use the content of template file to generate PDF file, this part you could refer to my previous reply:

    Annotation 2020-08-05 101930.jpg

     

    Annotation 2020-08-05 101931.jpg

    Hope something helps. 

     

    Best Regards,
    Community Support Team _ Lin Tu
    If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

  • Sn0white Profile Picture
    40 on at

    Hi @v-litu-msft 

     

    I really appreciate of your replies but I can't seem to follow your steps.

     

    Sn0white_1-1596614889788.png

    The error says must provide a valid JSON. Did I get something wrong here?

  • v-litu-msft Profile Picture
    Microsoft Employee on at

    Hi @Sn0white,

     

    There is format error on the Append to array variable action:

    {
     "Name": "file Name",
     "ContentBytes": "file content"
    }

    Left out curly braces after the JSON, and to be on the safe side, please put double quotes around the dynamic content "display name" and "attachment content".

     

    Best Regards,
    Community Support Team _ Lin Tu
    If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

  • Sn0white Profile Picture
    40 on at

    Hi @v-litu-msft 

     

    That's for highlighting that. I have revised my flow and added in another append to array variable to hold the PDF created but an error: Cannot read property 'properties' of undefined occurred. How do I correct this? You have been most helpful.

    Sn0white_0-1596616587556.png

     

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