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Displaying a file and make it downloadable in a basic form

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Posted on by H_Jonaa01

Hello,
I got a list with records. Within these records i want to display files and make them downloadable. Users should neither be able to create a record nor to edit it.

Can someone explain me what i have to do to achieve this?

Thanks 🙂

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oliver.rodrigues 9,342 Most Valuable Professional on at

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Re: Displaying a file and make it downloadable in a basic form

hi @H_Jonaa01 you can get the GUID via Power Automate using the "Unique Identifier of the Record" option:
H_Jonaa01 42 on at

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Re: Displaying a file and make it downloadable in a basic form

Hi @OliverRodrigues,
it absolutely makes sense thank you.
But i dont know how to get this GUID of a record in power automate, after i created the record.
Do you know how to get this id?
Thanks in advance 😄
oliver.rodrigues 9,342 Most Valuable Professional on at

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Re: Displaying a file and make it downloadable in a basic form

So the way that the SharePoint <-> Portals integration work is the following:

Setup integration for a specific table, and setup portal subgrid/pages/etc

Once a record is created via Portals and a file is uploaded, a folder is created in SharePoint and then the file is uploaded directly to SharePoint

So the record is available in Dataverse, but the file is only available in SharePoint

If you want the opposite, creating the file in SharePoint first and then creating the record, I would try the following:

File is uploaded to SharePoint

Power Automate Flow is triggered and this will create the record in Dataverse, create the folder in SharePoint (with the structure that you are seeing above, containing the record GUID), and then the file is moved to this specific folder

Now the file should be available in Portals

I just don't know if you will be okay with where the file is located in the SharePoint side of things

hope this makes sense
H_Jonaa01 42 on at

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Re: Displaying a file and make it downloadable in a basic form

Hi @OliverRodrigues,
i have been working on integrating a sharepoint document library. Maybe you can help me with my question.
That is the view like i want to have it for my customers. It´s the read-only mode.
The problem is that i want to automate the process of uploading a file to sharepoint and creating a record in dataverse because there will be a new file per month.

That is the edit mode. If i add a file to the sharepoint lib a folder will be created with the file in it.
This is the sharepoint lib. Can you explain me how these folders are created or if there is a way to get them in Power Automate? What i´d like to do is: Uploading a file in sharepoint -> creating a record -> displaying uploaded file in this list record.
Hope this is much clearer than my last messages 😄
Thank you so much for your support
H_Jonaa01 42 on at

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Re: Displaying a file and make it downloadable in a basic form

Hi @OliverRodrigues,
i thought about using the sharepoint integration at first, but there is the problem, that i am not able to implement it in the formular site component, but only in single list single records.
Is it possible to integrate the sharepoint document library to this formular component? Cause if i am just able to integrate it to single list records it is not this meaningful. And then i have to upload the files in the portal i guess

Thanks 🙂
oliver.rodrigues 9,342 Most Valuable Professional on at

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Re: Displaying a file and make it downloadable in a basic form

Hi @H_Jonaa01

"When a sharepoint file is uploaded, a new record in the entity Evergreen Service will be created. One record shall represent one sharepoint file."

Is the file copied against a the Evergreen Service record into a note? or does the file stay in SharePoint? is OOB integration setup between Dataverse/D365 and SharePoint? if so I am assuming Document Location is being leveraged here?

So a few options, if you are using Document Location, try setting up Portal <-> SharePoint integration, hopefully this will identify the document location and show the files directly from SharePoint: Manage SharePoint documents - Power Apps | Microsoft Docs
H_Jonaa01 42 on at

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Re: Displaying a file and make it downloadable in a basic form

@OliverRodrigues
For now a record is created by a workflow. When a sharepoint file is uploaded, a new record in the entity Evergreen Service will be created. One record shall represent one sharepoint file.

@ragavanrajan
I went through the guide, but the interface of the portal does not change. All i can do is uploading files, but not displaying them. The formular looks the same for the admin account and the authenticated user.
Thanks for your support 🙂

PS: Just recognized that the option to choose a file is not from the note attachment. It is a file column from the entity.

I added a subgrid to the formular, but this looks strange in the portal and there is still no file. Is it even possible to display it with a subgrid?
ragavanrajan 7,036 Most Valuable Professional on at

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Re: Displaying a file and make it downloadable in a basic form

Hi @H_Jonaa01

You can configure notes as attachments.

https://docs.microsoft.com/en-us/powerapps/maker/portals/configure-notes

To achieve: Users should neither be able to create a record nor to edit it.

In the same link, you can see a section called "Assign table permissions" where you can control your user access.

Hope it helps.
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oliver.rodrigues 9,342 Most Valuable Professional on at

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Re: Displaying a file and make it downloadable in a basic form

Hi @H_Jonaa01 where will your records by uploaded to? are they notes against the records? are they an external link? web files? sharepoint?

this might change the solution on the Portals side