Flow that copies requested Dropbox info to SharePoint
An Office 365 tutorial by Peter Kalmström
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.
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.
Create a Document library
Click on the gear icon in the menu bar and select
'Add an app'.
Click on the 'Document Library' template and give
it the name 'Kick Off Menus'.
To add a new currency type column in the Document
Library, click '+' and select 'More'.
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.
Click 'OK' to create the column.
To reorder a column, click '+' and select 'Show/hide
columns'. Then click on the up arrow to move the column
Click on 'Apply'.
Open the view selector and click on 'Save view'.
Edit a Word template
Click on the 'gear' icon in the top menu and select
Click on 'Advanced settings'.
Click on 'Edit template' under 'Template URL:' and
then on the 'OK' button in the message box.
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.
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'.
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
Save the template.
Open the 'File' tab and click on 'Share'. Select
'Email' and click on the 'Send attachment' button.
An email will open with the template attached. Keep
the email open.
Create a Dropbox folder
Login in to your Dropbox account.
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.
Click on 'Next'.
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
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.
Click on 'Create from blank'.
(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.)
Select 'Dropbox - when a file is created'.
Select the folder '/file requests/menu suggestions'.
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
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'.
Click on 'Create Flow'.
Click on 'Done' to finalize the flow.
Test the process
Compose an email with the Dropbox link and attach
the Word template. Send this email to yourself.
Enter 'Cost per guest' and some menu details and
click on the link in the email to upload the document
Go to the SharePoint document library and refresh
the page to see the new document.
Add a rating column
To add a rating column to the library, click on
the gear icon in the top menu and select 'Library settings'.
Click on 'Rating settings' in the General Settings
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?'.