Share File in OneDrive

Copper Contributor

When I click to share a file in OneDrive I am puzzled as to the default options that I see.  I am using dataverse as a database.  How could I populate the drop down with the e-mail of clients in my dataverse?

1 Reply

@standenman 

OneDrive for Business typically allows you to share files and folders with people in your organization or external users by entering their email addresses. However, it does not natively integrate with external data sources like Dataverse (formerly known as Common Data Service) to populate the email addresses.

To achieve what you are looking for, you would need to develop a custom solution using Power Automate (previously known as Microsoft Flow) to automate the process of sharing files based on your Dataverse records. Here is a high-level overview of how you can do this:

  1. Create a Flow in Power Automate:
    • Start by creating a new flow in Power Automate.
  2. Trigger for File Sharing:
    • Set up a trigger for when you want to initiate the file sharing process. This trigger could be based on a Dataverse record creation or modification event.
  3. Get Client's Email Address:
    • Use actions in Power Automate to retrieve the email address of the client from your Dataverse records. You might need to use the Dataverse connector to connect to your Dataverse environment.
  4. Share the File:
    • After retrieving the client's email address, use Power Automate to share the specific file in your OneDrive for Business with that email address. You can use the "Share a file" action provided by the OneDrive for Business connector.
  5. Permissions:
    • Configure the sharing settings and permissions as needed. You can specify whether the client should have edit or view-only access.
  6. Logging and Error Handling:
    • Implement error handling and logging in your flow to capture any issues that might occur during the sharing process.
  7. Testing and Deployment:
    • Test your flow thoroughly with sample data to ensure it works as expected. Once you are confident in its functionality, you can deploy it in your production environment.
  8. Monitoring and Maintenance:
    • Continuously monitor the flow's performance and make any necessary adjustments or updates as your requirements change.

This custom flow allows you to automate the process of sharing files in OneDrive for Business based on client records stored in Dataverse. It is a powerful way to streamline your file-sharing processes and ensure that the right people have access to the right files at the right time.

Keep in mind that setting up Power Automate flows might require appropriate permissions in your Dataverse and OneDrive for Business environments. It is also recommended to have a good understanding of how both systems work to design an effective automation solution.

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My answers are voluntary and without guarantee!

 

Hope this will help you.

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