Flow that copies requested Dropbox info to SharePoint

An Office 365 tutorial by Peter Kalmström

MIcrosoft Office 365In the demo below, Peter Kalmström, CEO and Systems Designer of kalmstrom.com Business Solutions, shows how Microsoft Flow, SharePoint, Word templates, Quick parts and Ratings can be effectively used to automate an entire business scenario.

This scenario allows restaurant owners to fill a Word template with info about their menus and upload it to Dropbox without logging in. A Microsoft Flow will keep track of any file that is uploaded to that folder, and create a file with the same content in a SharePoint document library. The document library has a ratings column so that the restaurants can be sorted by rate when users have rated them.

Creating files with ratings in a SharePoint library


Goals

  • Allow restaurant owners to enter menu items in a Word template file.
  • Allow restaurant owners to upload their menu document to Dropbox without signing in.
  • Let a flow add the information from the menu document into a new SharePoint file in a document library.
  • SharePoint and Dropbox will not be shared with anyone.
Restaurant Flow for creating rating based files through Microsoft Word template and Quick parts

Create a Document library

  1. Click on the gear icon in the menu bar and select 'Add an app'.
  2. Click on the 'Document Library' template and give it the name 'Kick Off Menus'.
  3. To add a new currency type column in the Document Library, click '+' and select 'More'.
  4. In the page that opens, name the column 'Cost per guest' and select the column type Currency ($, ¥, €,)'. Select '0' under the dropdown 'Number of decimal places:' as we don’t want any decimal values in the cost.
  5. Click 'OK' to create the column.
  6. To reorder a column, click '+' and select 'Show/hide columns'. Then click on the up arrow to move the column upwards.
  7. Click on 'Apply'.
  8. Open the view selector and click on 'Save view'.

Edit a Word template

  1. Click on the 'gear' icon in the top menu and select 'Library settings'.
  2. Click on 'Advanced settings'.
  3. Click on 'Edit template' under 'Template URL:' and then on the 'OK' button in the message box.
  4. Peter has already created a Word form where restaurant owners can fill out their menus for upload to Dropbox. You are welcome to download the template.
  5. To insert the column 'Cost per guest', open the 'Insert' tab in the document template and click on 'Quick Parts'. Under 'Document Property' select 'Cost per guest'.
  6. To apply restrictions so that users can only fill out the form and not modify the template, open the 'Developer' tab and click on 'Restrict Editing'. Under 'Editing restrictions' mark the check box 'Allow only this type of editing in the document:' and select 'Filling in forms' from the dropdown. Click on 'Yes, Start Enforcing Protection'.
  7. Save the template.
  8. Open the 'File' tab and click on 'Share'. Select 'Email' and click on the 'Send attachment' button.
  9. An email will open with the template attached. Keep the email open.

Create a Dropbox folder

  1. Login in to your Dropbox account.
  2. Click on 'File requests', enter the name 'Menu suggestions'. This will create a folder in your Dropbox account where users can upload their menu documents without signing in to Dropbox.
  3. Click on 'Next'.
  4. Copy the link to the new folder for file requests and paste it in the email with the attachment. Now you can send the email to the restaurant owners.

Create a Flow

  1. Go to 'https://flow.microsoft.com/' and sign in with your Office account, or open the Office App Launcher and click on the Flow tile.
  2. Click on 'Create from blank'.
  3. (If you have not connected your Dropbox account to Flow, click on the gear icon and select 'Connections'. Now click on 'Create connection'. A list of unconnected services will appear. Select Dropbox, click on '+' and enter your credentials, and Dropbox will be connected to Flow.)
  4. Select 'Dropbox - when a file is created'.
  5. Select the folder '/file requests/menu suggestions'.
  6. Select 'New step' and then 'Add an action' to select the action 'SharePoint – Create file'. This action will create a file in SharePoint based on the uploaded Dropbox file.
  7. Select the website URL in the field 'Site Url' and the library path in 'Folder path'. Insert the parameters 'File name' in the field 'File name' and 'File content' in the field 'File content'.
  8. Click on 'Create Flow'.
  9. Click on 'Done' to finalize the flow.

Test the process

  1. Compose an email with the Dropbox link and attach the Word template. Send this email to yourself.
  2. Enter 'Cost per guest' and some menu details and click on the link in the email to upload the document to Dropbox.
  3. Go to the SharePoint document library and refresh the page to see the new document.

Add a rating column

  1. To add a rating column to the library, click on the gear icon in the top menu and select 'Library settings'.
  2. Click on 'Rating settings' in the General Settings group.
  3. Select 'Yes' under 'Allow items in this list to be rated?' and select 'Star Ratings' under 'Which voting/rating experience would you like to enable for this list?'.
  4. Click 'OK’.


See also the earlier articles about MS Flow and Peter's blog post about this Dropbox-SharePoint Flow.



Learn more


---------------------------------------------------------------------------------------





Always the latest news in the kalmstrom.com blog



Follow kalmstrom.com on LinkedIn Facebook, Google+  or Twitter!

back icon next icon