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Create new folder in SharePoint and grant edit access to external users

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Posted on by Community Power Pla...

I am building a flow for following scenario

Create folder in Bookings SP library once a user creates booking in Microsoft bookings:
Folder name <name of the person that booked >
Grant Edit access to the folder to the person that made the booking
Send notification to the person who booked

Note: Can not use "Create sharing link for a file or folder" because only the external user whom we have given access should be able to upload files. Also can not use "Grant access to an item or a folder" action because the notification goes to spam.

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LouiseBach 30 on at

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Re: Create new folder in SharePoint and grant edit access to external users

maybe the "get user profile" action can be used?
Community Power Pla... on at

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Re: Create new folder in SharePoint and grant edit access to external users

Hi @LouiseBach
In action "get employee id" you are getting the user id from site users. But since my user is an external user I can not get their id using this action. So my question is that where can I get this 'principalid' for external users?
LouiseBach 30 on at

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Re: Create new folder in SharePoint and grant edit access to external users

Hey @Anonymous

I had to do something similar for a booking system result folder for my department.

Using the function "send a http request" I got it (flow) to create a folder (standard trigger, not http), break inheritance, remove all previous access (had to remove visitor access), re-add members group and then add specific users to have read access.

I used these links for inspiration/help:

https://isaacsogunro.com/2019/06/26/microsoft-flow-create-folder-and-break-inheritance/
https://www.portiva.nl/portiblog/2019/10/21/set-list-item-level-permissions-in-sharepoint-using-flow
https://codeplayandlearn.wordpress.com/2015/07/07/53/
https://powerusers.microsoft.com/t5/General-Power-Automate/Grant-Folder-Level-Permssion/td-p/160967
https://sergeluca.wordpress.com/2018/05/03/assign-unique-permissions-to-a-document-with-the-new-send-an-http-request-to-sharepoint-action-how-to-use-the-sharepoint-rest-api-in-flow/

I used a variable to store the location of the folder, which could then be included into the mail to the booker.