Answered

Create a sharelink in onedrive

(0) Share

Report

Posted on by leyburn19

2,157

I am trying to understand the "Create a share link" action for OneDrive for business. I have a word template that I populate with data that gets emailed as an attachment. It works fine for me but not fo others unless I share it. My issues are:

1. If I share the file using the Onedrive share it sends a notice to users a link to access the file, which I do not want. Typically they do not read the instructions and they change the file and it breaks the flow process. I cannot find a way to share that does not give notice to users.

2. The users change from time to time which means I have to continually be doing sharing activity (admin) which I would like not to have to.

3. I see there is the "Create a share link action" which on the surface would seem to do what I want with in the flow, but the help file on this is less than useful. Using this action does:

a. The share need to be before the populate the template else users will not get access?

b. Is the share permanent for that user once created?

Appreciate any advice on this that can be given.

Categories:

General topics

I have the same question (0)

All responses (6)

Answers (2)

Pstork1 69,024 Most Valuable Professional on at

Like (0)

Report
Copy link

Link copied!

When you share a file or folder in OneDrive there is an option to copy the link created without sending an email notice. That makes it possbile to send your own email with the sharing link in it. Essentially, the Create Share Link in the OneDrive Connector does the same thing. If you set the action to 'View' and 'Anonymous' it will generate an Anonymous Sharing link that you can send to other users in an email. Any user who has access to the email will be able to see the file. None of them will be able to edit the file since they don't have edit access to it in OneDrive. They would be able to download the file and edit it on their desktop, but wouldn't be able to re-upload it since they only have Read access to the file in OneDrive.

a. I'm not sure what you mean by this. If you are using a Template your Flow will need to create a File from the template and then store it in OneDrive. It is that file which you create the sharing link for.
b. The sharing link is permanent until you delete it or the file.

Was this reply helpful? Yes No
leyburn19 2,157 on at

Like (0)

Report
Copy link

Link copied!

@Pstork1 wrote:
When you share a file or folder in OneDrive there is an option to copy the link created without sending an email notice. That makes it possbile to send your own email with the sharing link in it.

I want to share but not tell the users about the share. There is no option (like there is Sharepoint) to do this that I can find. They must have edit capability.

I tested the Create Share Action and it failed for the user so it does not do what I thought it would do. Better help in the docs on this would be appreciated. I might add a lot of the help in the docs on a lot of things is less than adequate

Was this reply helpful? Yes No
Verified answer

Pstork1 69,024 Most Valuable Professional on at

Like (0)

Report
Copy link

Link copied!

Please ask for any clarification that you want. I've tested it and know what it does, so I should be able to answer your questions. I agree the documentation is pretty sparse.

I'm not sure what you mean by your first comments. You can share a file or folder with users in OneDrive and never send them an email informing them about it. But I'm not sure what that would accomplish since there is no way to access the item without the link. It is also true that you can create a share in either OneDrive or SharePoint taht does not allow Editing of the file. Could you clarify what you are trying to do?

Was this reply helpful? Yes No
leyburn19 2,157 on at

Like (0)

Report
Copy link

Link copied!

I cannot find any option to share onedrive with out actully selecting the users and then clicking send. It does not give me an option to just share. I dont want users to know about the share as they (and they always do) will go there and interfere with the docs.

I access the share using flow and powerapps. Data is put into fields in powerapps and triggers the flow. As part of the process flow gets the word merge template, populates with data from powerapps and sends it in an email.

It works fine with every one that has a share, but because they know about the share, their first instint (even though the instructions said not to) was to go thedocument directly and populate it. Such action broke the flow. So:

1. I either need a way to share without them knowing or
2. Create the share temporarilly in the flow which is what I thought the create shae action would do.

In sharepoint you select users and simply untick teh send email. One drive does not have this option or something like that.

Hope that all made sense. Thanks for your help

Was this reply helpful? Yes No
Verified answer

Pstork1 69,024 Most Valuable Professional on at

Like (0)

Report
Copy link

Link copied!

1) What you want to do is give the users permission to a specific document or folder. The easiest way to do that isn't creating a link. Just go to the document or folder in OneDrive where you want to give them access and check the details. In the panel that opens up on the right hand side there is a link at the top for 'Grant Access'. Clicking that link pops up a dialog. you can enter either indiviudal users or a security group in that. If you uncheck 'Notify People' it will still grant the access but not send an email.
2. You can delete the access later.

To automate it this essentially does the same thing that you do with REST when you break inheritance. it works the same way on either SharePoint or OneDrive. OneDrive is just a dedicated SharePoint site collection for each user.

Was this reply helpful? Yes No
leyburn19 2,157 on at

Like (0)

Report
Copy link

Link copied!

Brilliant, thank you.

Was this reply helpful? Yes No