Using Sharepoint Document table in powerapps

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Posted on 1 Jul 2021 07:32:39 by Community Power Pla...

Hi all,

Having had a good look at this, what I want to do doesn't seem possible. My question is why is this the case?

Within Dataverse on a Dynamics instance there is a table called Sharepoint Document. This contains fields relating to the location and metadata of documents associated to another table (usually Incident for us) so that the document list in Sharepoint can be rendered in Dynamics. However, I am unable to use this data anywhere else: Powerautomate, advanced find, Docscorepack etc. can all see the table and fields, but can't return any data. This is annoying, and I wonder why it is so.

Any help gratefully received

Ralph

Categories:

Entities

Microsoft Dataverse

Tables

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CA-24090038-0 2 on 24 Sep 2024 at 00:59:14

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Using Sharepoint Document table in powerapps

Even the built in capability in the documents subgrid is broken because of this.

If I want to set up a flow like this:

Nothing that is in the sharepoint documents table gets passed to the manual input of the power automate, and if the input uses the related parent table, like tasks, the document subgrid flow menu doesn't have the flow in it.

{
"entity": {
"entity": {}
}
}

Useless in its current state.
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CU07081004-0 2 on 16 Aug 2024 at 20:26:46

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Using Sharepoint Document table in powerapps

The SharePoint Documents table is a virtual table as called out by Microsoft here as known issue: Known issues with document management - Power Platform | Microsoft Learn

Forcing the user to navigate over to native SharePoint to run the Flow ruins the user experience. Further, I need the information for the dataverse entity (the email addresses to use to for sending for esignature) that are defined on the entity for which documents are being stored.

Please fix Microsoft! It will make the platform much better for working with SharePoint.
johnpgootee 16 on 10 Feb 2023 at 11:51:59

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Re: Using Sharepoint Document table in powerapps

Yes, this is quite annoying. My use case is that I want to trigger an esignature process on a document that is stored for my entity using SharePoint integration. I can write a Power Automate trigger using the dataverse(legacy) trigger for a selected record on the Document table and it will fire appropriately, but there is no data returned. The document table is empty as indicated in the previous post.

Yes, i can go to SharePoint and trigger the esignature...but that becomes a bunch of extra clicks for the end user. The experience is really degraded by having to shift the user from Power Apps over to Sharepoint to accomplish this.
Len C 375 on 08 Dec 2022 at 01:54:46

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Re: Using Sharepoint Document table in powerapps

@Anonymous

What did you conclude on this? It looks to me like the table 'Sharepoint Document' is not actually used. It remains empty as documents are added.

Or, Dataverse has some magic to conceal the records from even system administrators.

It has a lot of fields I was envisioning needing for a custom solution. Would like to re-use if possible.
ansrikanth 329 on 07 Mar 2022 at 10:49:40

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Re: Using Sharepoint Document table in powerapps

MS retrieves the core document details in the run time, if that is what you are looking for. When you open the Related records -> documents, if you open your network monitor in developer tools, you will see a Fetch Query running, that is what the query that brings data from sharepoint (they must be using some sort of retrieve plugin on this table). That's the reason why you can't put any trigger on the actual document record it self. Unfortunately, I don't see any way for you to trigger the way you are thinking (when doc is created/updated).

I know you said it is not possible for you to use Sharepoint connector, but in my opinion that is the more appropriate and good design. you have to monitor for the file changes at your source (i.e Sharepoint).

Thank you
-Srikanth.
Sunidhigambhir1 77 on 07 Mar 2022 at 05:16:45

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Re: Using Sharepoint Document table in powerapps

Hello,
sign in to PowerApps>>click on data icon>>add data>>select SharePoint site >>after that select name of your document table.
in that way we can add SharePoint Document table in PowerApps.
ChrisPiasecki 6,389 Most Valuable Professional on 02 Jul 2021 at 19:54:55

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Re: Using Sharepoint Document table in powerapps

Hi @Anonymous,

There is a SharePoint Document Location table which contains a reference to the document libraries and folders in SharePoint tied to your D365/Dataverse table records. It does not store any data on the documents contained in those folders, therefore there is no Dataverse Power Automate trigger that you can leverage to know when a document was added. You'd have to leverage the SharePoint Power Automate connector for this.

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Community Power Pla... on 01 Jul 2021 at 11:30:34

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Re: Using Sharepoint Document table in powerapps

@Mira_Ghaly
Thanks for the response:
So the specific thing here was that I wanted to use a Create or Update trigger on a filtered Sharepoint Document Table (contenttype eq 'x'), and then create a record in a custom Table that contained some other information and the Absolute URL for the Sharepoint document. For various reasons I can't use a Sharepoint trigger, and our existing HTTP triggered Flow is so cumbersome that it falls over frequently. I'm struggling to simplify the HTTP approach, and in theory this data is held within Dynamics/Dataverse and should be easily used (I can add the required fields to a view for example).

Hope that clarifies thing a bit...

Cheers
Ralph
Mira Ghaly 11,409 Super User 2025 Season 1 on 01 Jul 2021 at 11:03:29

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Re: Using Sharepoint Document table in powerapps

@Anonymous

If you elaborate more what do you want to do with this data, we can work something out.