Create a SharePoint site using Power automate from SharePoint list

In this article we are going to learn how to create a SharePoint site using Power automate from SharePoint list.

Some cases we don’t want to provide SharePoint admin access, or we want to automate the process as a bulk site creation, this will be help full.

Step:1 Created a SharePoint list with columns as per the below.

 Once list is created, we can see the New Form, we have added the description of the columns to understand more why we need to add this data, make sure all columns   are required to avoid issues.

Step: 2

Create automated Power automate flow, when item is created trigger action.

For creating a new site, we are using Send a Http request action.  

URi: /_api/SPSiteManager/create

Headers: Accept Application/json;odata.metadata=none 

{

"request": {

               "Title": "@{triggerOutputs()?['body/Title']}",

               "Url": "https://pwtq.sharepoint.com/sites/@{triggerOutputs()?['body/SiteName']}",

               "Lcid": @{triggerOutputs()?['body/Sitelanguage/Value']},

               "ShareByEmailEnabled": @{triggerOutputs()?['body/EnableExternalSharing/Value']},

               "Description": "@{triggerOutputs()?['body/Description']}",

               "WebTemplate": "@{triggerOutputs()?['body/SiteTemplate/Value']}",

               "Owner": "@{triggerOutputs()?['body/SiteOwner/Email']}"

               }

}

I have created a couple of items to create a SharePoint site.

Flow was started and site was provisioned successfully as per the below.

We can also update the site URL in the SharePoint list using update action for future reference.

 To handle the issues, we can use SiteStatus code, and we send email to required people based on conditions.

0 - Not Found. The site doesn't exist.

1 - Provisioning. The site is currently being provisioned.

2 - Ready. The site has been created.

3 - Error. An error occurred while provisioning the site.

4 - Site with requested URL already exist.

 Hope this will helps. 

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Deep linking in power apps

In most of the scenarios when we want to share specific screen, deep lining will be useful to go directly to that screen.

We have created a sample form and galley.

To access the edit from with data from gallery, we have added the formula Onselect                                                         

Set(varitem,ThisItem);EditForm(Form1);Navigate(Screen2)

To access the specific screen based the parameter we can use the below formula

Switch(

    Param("screenname"),

    "screen1",

    Screen1,

    "screen2",

    If(User().Email in ["Phani@pwtq.onmicrosoft.com"],

    Screen2,Screen3),

    "screen3",

    Screen3,

    Screen4

)

If you want to pass specific item with screen and item ID in the URL, use below formula, we have set it as New form as default.

If(!IsBlank(Param("ID")),Set(varitem,LookUp(MYTasks,ID= Value(Param("ID"))));EditForm(Form1))

As an example, below is the URL to pass the parameter screen and item ID to show data in the Edit form.

 

https://apps.powerapps.com/play/e/default-b6fd27c4-bb1d-4bfa-9ef8-404492a9233a/a/971566ef-5e0e-452e-b515-2dda18ce02be?tenantId=b6fd27c4-bb1d-4bfa-9ef8-404492a9233a&screenname=screen2&ID=4

Using Power automate we can send deep linking URL to users, getting URL dynamically when item is created.

Hope this will helps.

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Create a button in SharePoint list to trigger a Power automate flow

Some scenarios we need to trigger a flow for a selected item, in that case we can add button in the SharePoint list view itself, using JSON we can add the button easily to trigger a power automate from default environment.

Step 1: Create a single line of text column as per the below screen shot.

Step 2: Once column is created, click on the column name ->column settings-> Format this column

Step 3:  To add the power automate flow id, we can get it from flow as per the below screen shot.

Click on the flow name, in the browser we can get the flow id.

Add the JSON code as per the below.

{

  "$schema": "https://developer.microsoft.com/json-schemas/sp/v2/column-formatting.schema.json",

  "elmType": "button",

  "txtContent": "Start Approval",

  "customRowAction": {

    "action": "executeFlow",

    "actionParams": "{\"id\": \"e4691fd4-368c-4ae7-8b1f-4e998a9c7a42\"}"

  }

}

Button will be created as per the below screen shot

If we want to design the button with different color, we can use the below code.

  {

  "$schema": "https://developer.microsoft.com/json-schemas/sp/v2/column-formatting.schema.json",

  "elmType": "button",

  "txtContent": "Start Approval",

  "customRowAction": {

    "action": "executeFlow",

    "actionParams": "{\"id\": \"e4691fd4-368c-4ae7-8b1f-4e998a9c7a42\"}"

  },

  "style": {

    "background-color": "Green",

    "color": "white",

    "cursor": "pointer"

  }

}

Once you click on the button workflow will start automatically, hope this will helps.

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Search gallery with number in Power apps

 

In Power apps using search function we cannot search with number fields by default, however there is a work around, in smaller lists we need to search with number field.

Designed the screen as per the below.

Select the gallery and items property add the below formula

Search(AddColumns(MYTasks,"Taskid",Text(ID)),txtSearch.Text,"Taskid")

Save the app and search with number 2 as an example, you can get the results with no 2

 Note: This will work only for small lists under the delegation limit. Hope this helps.

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Extract information from PDF with AI builder using Power Automate

In this example we can see how we can extract the information from PDF’s when we receive email to shared mail and send notification to approval team with required details.

Step 1: Navigate to make.powerautomate.com-> under AI Builder-> Models-> click on Extract custom information from documents.

Step 2: Create custom model, our PDF is in structured documents, select “Structured documents”->Click on Next

Create Text fields as per your requirement, I have created four columns as per the below. 

Step 3: Click on Next -> click on “New collection” -> add at least 5 PDFs with different data-> Click on Next

Step:4 Select the data in the PDF that you want to extract in email as per the below for all 5 PDFS’-> Click on Next-> Click on Train-> We need to publish then only we can use it.

Step 5:  Create an automated flow, we are selecting trigger condition when new email arrives on Shared mailbox-> Click on Create  

Created the flow as per the below screen shot, add the dynamic content which we want to show in the email.

When we receive the email to the shared mailbox, we will get the email as per the TO address.

Output:

 

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Most used PowerShell admin tasks in SharePoint Online

In this article we can see most used PowerShell tasks based on the requirements in SharePoint online.

How to provide site collection admin access?

Set-SPOUser -site  https://sr7yn.sharepoint.com/sites/TestPublic -LoginName $SiteCollectionAdmin -IsSiteCollectionAdmin $True

How to enable and disable custom scripting?

Set-SPOSite  https://sr7yn.sharepoint.com/sites/TestPublic -DenyAddAndCustomizePages $False

How to enable external sharing?

Set-SPOSite -Identity  https://sr7yn.sharepoint.com/sites/TestPublic -SharingCapability ExternalUserSharingOnly

How to remove external user from admin centre?

$ExternalUserEmail = "Phani_xyz.onmicrosoft.com#EXT#@abc.onmicrosoft.com"

$ExternalUser = Get-SPOExternalUser -filter $ExternalUserEmail

Remove-SPOExternalUser -UniqueIDs @($ExternalUser.UniqueId) -Confirm:$false

How to lock the site in SharePoint site?

Set-SPOSite -Identity https://sr7yn.sharepoint.com/sites/TestPublic -LockState ReadOnly

Set-SPOSite -Identity https://sr7yn.sharepoint.com/sites/TestPublic -LockState unlock

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Get file name and folder path in power automate

Split file name and folder path in Power Automate

In this article we are going to how to get folder path and file name in separate variables.

While we are working with document library we need to validate the folder path or file names in that case we need to get the data in a variable.

Initialize a variable  and use compose actions to split the folder path and file name as pe the below screen shot.

Varpath : /documents/_abcfolder/xyzfolder/abcsample1.xlsx

Filename expression : last(split(variables('varpath'),'/'))

Folder Path expression : first(split(variables('varpath'),outputs('filename')))

Hope this will helps.

 

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Show Drop Down Values based on another list column in Power Apps

How to populate drop down values from SharePoint lookup lists.

In this article we are going to see, how to show drop down values to book  interview slot based on available date and time in power apps.

In our requirements dates and time are static , we are maintain those values in SharePoint lists. 

Created 3 lists.

Book Date :

Book Time:

Book Slot:

Connected 3 lists and added Edit form and connected Book Slot , Changed the Default form mode to New

Unlock the properties , To filter the Book Date drop down only based on Is Available  = Yes as per the below.

ShowColumns(RenameColumns(Filter(BookDate,IsAvailable.Value="Yes"),"Title","Value","ID","id"),"id","Value")

To Filter the Book Time values drop , based on condition  Is Available  = Yes and Date selected  from previous drop down value

ShowColumns(RenameColumns(Filter(BookTime,Date.Value = DataCardValue7.Selected.Value And IsAvailable.Value = "Yes"),"Title","Value","ID","Id"),"Id","Value")

Output will  come as per the below screen shot.

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cannot be loaded because running scripts is disabled on this system

cannot be loaded because running scripts is disabled on this system.

When we are trying to run the script from Power Shell ISE , we got this error message as per the below screen shot

Issue Description:

File C:\Users\Raavi\Documents\CreateFolders.ps1 cannot be loaded because running scripts is disabled on this system. For more information, see

about_Execution_Policies at https:/go.microsoft.com/fwlink/?LinkID=135170.

    + CategoryInfo          : SecurityError: (:) [], ParentContainsErrorRecordException

    + FullyQualifiedErrorId : UnauthorizedAccess

Solution : This issue will happened when running script is disabled in our machine , to run the script 

Opened PowerShell ISE and ran this command 

Get-ExecutionPolicy

we can see the status as per the below 

Run this command this will allow us to run the scripts 

set-ExecutionPolicy RemoteSigned -Scope CurrentUser

After clicking on Yes  ,  we can again check the status Get-ExecutionPolicy

Now we are getting status as RemoteSigned , able to run scripts successfully.

Hope this will helps!!  

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OneDrive interview questions

OneDrive interview question and answers  are very important , this will be very helpful who are preparing for OneDrive for business interview.

1)How many ways we can access users OneDrive?

 

a)From Admin centre

b)SharePoint User profile

c)using PowerShell

 

2) When should I use OneDrive for business instead of SharePoint or Teams?

 

All are cloud-based storage, we can say in simple terms OneDrive is your own personal site , we can storage office documents , images   which you don’t want to share with your organization  or team members ,  Example : you are working an document in draft stage or not yet ready to share with others in that case we can use OneDrive ..

Using OneDrive sync client, we can use it as local hard drive  .. we can modify and edit all the files from local machine or laptop very easily, you can login with you account and access as these files from any device ...

 

3)What is OneDrive for business and OneDrive for Personal?

Both represents the same name 

OneDrive personal: it is used to sync and store your personal files share it with family and friends, we will get it for free with Microsoft account ... outlook or Hotmail

We will get 5GB of free space by default, we can extend if required with cost.

It provides personal vault to store important documents with two step verification

 

OneDrive for Business: we can share your Files, Documents and collaborate with your origination team members or with external users.

This is managed by your organization.

It is having 1 TB of storage for most of subscriptions, we can also extend up to 5TB.

Most secure, reporting and auditing options available.

 

4)Different type of sync issues?

Storage is full
OneDrive is in read only mode
File length is too long
Having Special characters
RESET your onedrive

 

5)How to remove special characters in OneDrive documents?

Using PowerShell

 

6)How to recover deleted files from OneDrive?

We can recover the deleted files from OneDrive recycle bin ,  within  93 days

 

7)What is the default storge limit for OneDrive?

Default storage is 1 TB for most of the subscription plans, we can increase the storage space up to 5 TB

 

8)What are the special characters OneDrive won’t allow?

" * : < > ? / \ |

9)What is file on demand?

OneDrive File on demand, will helps you access all your files in OneDrive without using storage on your device.

10) How to get the OneDrive usage for all users?

Using PowerShell

#Output location

$CSVFile = "D:\OneDrives.csv"

#Connect to SharePoint Online Admin Center

Connect-SPOService -Url "https://yourtenant-admin.sharepoint.com"

#All OneDrive Sites usage details and export to CSV

Get-SPOSite -IncludePersonalSite $true -Limit all -Filter "Url -like '-my.sharepoint.com/personal/'" | Select URL, Owner, StorageQuota, StorageUsageCurrent, LastContentModifiedDate | Export-Csv -Path $CSVFile -NoTypeInformation

 

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