Flow / Power Automate - Dropbox: Create a SAS Exchange Between SharePoint and Another Storage Service Tutorial

Learn how Power Automate can automate exchanges between Dropbox and SharePoint, allowing seamless file transfers. Discover templates to easily set up the process, and even receive notifications via Teams. Transform your workflow and ensure smooth file exchanges between different storage solutions. Explore the possibilities with this intriguing video!

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive overview of how to automate file exchanges between Dropbox and SharePoint using Power Automate, illustrating the process with a practical example.

Chapitres :

Introduction to Power Automate
Power Automate is a powerful tool that enables users to automate actions between various Microsoft services and external solutions. This document will explore how to set up an automated file exchange between Dropbox and SharePoint, enhancing productivity and streamlining workflows.
Scenario Overview
Consider a scenario where a company transitions from using Dropbox for cloud storage to Microsoft 365, specifically utilizing SharePoint for storage. The objective is to automate the exchange of files between a designated Dropbox folder and a specific SharePoint library.
Setting Up the Automation
To achieve this automation, follow these steps: 1. **Identify the Folders**: - In Dropbox, create a folder named 'SP exchange SS' to host the files to be retrieved. - In SharePoint, ensure there is a library available in a site named 'Sass Dropbox'. 2. **Utilize Power Automate Templates**: - Power Automate offers various templates. Search for a template that fits your needs by entering relevant keywords. - A flow template will be suggested based on your input.
Connecting Dropbox to Power Automate
Once you have selected a template, you will need to connect your Dropbox account to the flow using the correct credentials. The flow typically consists of a trigger and actions: - **Trigger**: The process starts when a file is created in the specified Dropbox folder ('SharePoint exchange SS'). - **Action**: The corresponding action on the SharePoint side involves defining the target location in your SharePoint site and the appropriate folder.
Configuring the Flow
When configuring the flow, note the following: - The name of the created file will match the original file's name. - The original file in Dropbox will not be deleted during this process. - You can enhance the flow by adding a notification via Microsoft Teams when a file is deposited. This can include details such as the file's properties and a message containing the file name and access link.
Testing the Automation
After setting up the flow, save it and test it by importing a file into your Dropbox folder. You can also move a file from one Dropbox folder to the 'SASS' folder. Upon execution, you should receive a Teams notification confirming the deposit. However, if the link is not clickable, you can modify the flow: 1. Switch to code view by clicking the small icon at the top right. 2. Integrate the link into an HTML hypertext tag. 3. Test again by depositing two files simultaneously.
Conclusion
Upon successful testing, you will receive functional Teams notifications with clickable links. Additionally, the files should be present in the SharePoint library, confirming that the automated exchange between Dropbox and SharePoint is functioning as expected. This automation not only saves time but also ensures that files are efficiently managed across platforms.

FAQ :

What is Power Automate used for?

Power Automate is used to automate workflows between different applications and services, allowing users to streamline processes and save time.

How can I connect Dropbox to Power Automate?

You can connect Dropbox to Power Automate by using the appropriate credentials when setting up a flow that involves Dropbox actions.

What happens when a file is created in Dropbox while using Power Automate?

When a file is created in a specified Dropbox folder, Power Automate can trigger an action to automatically copy that file to a designated SharePoint library.

Can I receive notifications in Teams when a file is deposited in Dropbox?

Yes, you can configure your Power Automate flow to send notifications in Microsoft Teams when a file is deposited in Dropbox.

What should I do if the link in my Teams notification is not clickable?

If the link is not clickable, you can modify your flow to include the link in an HTML hypertext tag, which will make it clickable in the notification.

Quelques cas d'usages :

Automating File Transfers from Dropbox to SharePoint

A company can use Power Automate to automatically transfer files from a Dropbox folder to a SharePoint library whenever a new file is added. This ensures that all team members have access to the latest documents without manual intervention.

Receiving Notifications for New Files

By setting up a flow in Power Automate, a team can receive instant notifications in Microsoft Teams whenever a new file is deposited in a specific Dropbox folder, improving communication and collaboration.

Creating Clickable Links in Notifications

A user can enhance their Power Automate flow to include clickable links in Teams notifications by using HTML tags, ensuring that team members can easily access shared files directly from the notification.

Glossaire :

Power Automate

A cloud-based service that allows users to create automated workflows between different applications and services.

Microsoft 365

A subscription service that includes access to Office applications and other productive tools provided by Microsoft.

SharePoint

A web-based collaboration platform that integrates with Microsoft Office, used for storing, organizing, sharing, and accessing information.

Dropbox

A cloud storage service that allows users to save files online and sync them to their devices.

Flow Template

Predefined workflows in Power Automate that can be customized to automate specific tasks.

Trigger

An event that starts a workflow in Power Automate, such as the creation of a file in Dropbox.

Dynamic Content

Content that can change based on the context of the workflow, such as file names or links that are generated during the flow.

HTML Hypertext Tag

A markup language used to create links in web pages, allowing users to click and navigate to other resources.

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between certain Microsoft services and other external solutions.

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Let's take the following example,

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your company previously used cloud storage hosted by Dropbox following the

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transition to Microsoft 365 and thus to a SharePoint storage solution,

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you need to set up an automated exchange ss between these two spaces.

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The goal is that when a file is deposited in a specific dropbox folder,

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it is automatically retrieved in a specific sharepoint library.

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This example relates to a Dropbox solution but

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could just as well illustrate a Google drive.

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Of course

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we have on the dropbox side,

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a folder named SP exchange SS which will host the files to be retrieved.

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On the sharepoint side.

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A library is available in a SharePoint site named Sass Dropbox.

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There are many templates offered by power automate, one of which meets your needs

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by using the templates and entering the appropriate keywords.

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A flow template will be suggested to you.

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Let's go,

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you will need to connect your dropbox space

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to the flow with the correct credentials.

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The flow is generally simple.

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It proposes a trigger defining the start of the process. When a file is created

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on the dropbox side.

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Then a second action on the sharepoint side. Of course,

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in the dropbox action block, identify the folder to monitor named here,

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SharePoint exchange SS

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in the other action block define the target location,

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your SharePoint site and the corresponding folder

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in the dropbox exchange SS library.

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Some elements are prefilled. Since you are starting from a template,

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the name of the created file will be identical

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and will contain the content of the original file.

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Note,

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the flow will not delete the original file on

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dropbox power automate actions on external services are limited.

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You can complete this flow by opting to be notified via teams of the

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file deposit depending on the detail to be included in this notification message,

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retrieve the properties of the created file by referencing its id

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lastly add a team's conversational message action

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block where you are the recipient,

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draft the message that should contain the file name

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and its access link retrieved through the dynamic content

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save test and import a file into your dropbox folder.

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You can of course move a file from one dropbox folder to the SASS folder.

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The flow executes and you receive a team's

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notification of the deposit with the name.

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However, the link is not clickable,

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then modify your flow.

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Switch to code with the small icon at the top

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right and integrate the link into an html hypertext tag

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test again by depositing two files simultaneously. This time.

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Perfect.

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You receive two teams notifications with functional links.

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On the sharepoint library side, the files are indeed present

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your exchange SAS works and meets your expectations.

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