SharePoint document management for Dataverse offers numerous advantages. But while accessing documents and their locations via a model-driven Power Platform app is straightforward, retrieving them using Power Automate can be quite challenging.
If you need to archive attached documents in a different location or send them all via email as attachments, you must first locate the SharePoint Online (SPO) library and folder associated with the entity.
Get SharePoint location for record
The "Get SharePoint location for record" flow uses the Document Location Dataverse table to gather details about the attachment location, such as the Relative URL (folder name) and sharepointdocumentlocationid.
Once SharePoint integration with Dataverse is configured for an entity, an entry pointing to the library in SharePoint is added. Note that the library name is based on the table logical name:
Only when the first document is attached to a record, additional entry is created in the Document Location table , referencing a folder in the SharePoint library. The folder name is based on the record properties:
The above values are not enough to access the SharePoint location where the documents are stored, but can be used in a call to the RetrieveAbsoluteAndSiteCollectionUrl() Dataverse function to obtain the SharePoint Online site collection URL:
/api/data/v9.2/sharepointdocumentlocations(sharepointdocumentlocationid)/Microsoft.Dynamics.CRM.RetrieveAbsoluteAndSiteCollectionUrl()
The flow then executes a series of SharePoint REST api calls to obtain a full set of information, like
| parameter name | description | example |
|---|---|---|
tenant_name |
the URL of the tenant's root site; also used as a hostname when retrieving SPO site using GUID. | contoso.sharepoint.com |
site_url |
The URL of the current SharePoint site, as defined in the site URL parameter. |
https://contoso.sharepoint.com/sites/XYZ |
site_title |
Title of the current SPO site | Project XYZ |
site_id |
The id of the current SPO site in a guid format. |
xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx |
web_id |
The id of the current SPO web object in a guid format. |
yyyyyyyy-yyyy-yyyy-yyyy-yyyyyyyyyyyy |
library_absolute_url |
The full URL of the library. | https://contoso.sharepoint.com/sites/XYZ/idapps_externalcloudservice |
library_name |
The RootFolder. Used in the URL, is generated automatically and cannot be changed by users. It can be changed with PowerShell. |
idapps_externalcloudservice |
library_title |
The title of the library. This property can be changed by the user. | The Archive Library |
library_id |
Library's id in a guid format |
zzzzzzzz-zzzz-zzzz-zzzz-zzzzzzzzzzzz |
library_drive_id |
Used by Graph API when referencing libraries. | b!S3SdNSBmTUGa4v5ffh_rslLJssoXH4xEuShkEO-uxKg9bblUMeoaTbQC5t69DJ-x |
folder_absolute_url |
absolute url of a SPO library folder associated with the current teams channel | https://contoso.sharepoint.com/sites/XYZ/idapps_externalcloudservice/test01_5437302CBC7A4D96AFD9BDFDAF15EF7F |
folder_display_name |
display name of the folder; white spaces are not encoded | test01_5437302CBC7A4D96AFD9BDFDAF15EF7F |
folder_drive_id |
driveItem Id for the folder. Can be used in MS Graph API Get driveItem
|
01JEVXUVBDVF6ZMUFRM5B34EGLOEDAUF5B |
folder_id |
SPO list item id. Can be used in SharePoint REST API, or MS Graph API Get listItem | 15 |
error_message |
The error message if any of the actions failed, or empty string. | {"Error":"..."} |
success |
True or False
|
You may download the solution with Power Automate workflow including the above examples from Power Automate Utils GitHub repo.
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