Setting up a SharePoint sync with Power Automate [video]

Hey there.

thanks for joining me Today I'm going to walk you through Microsoft Power Automate and how you can set up a two way sync between SharePoint and Ayutcha.

Power Automate is a really dynamic platform.

It lets you connect Aniture with hundreds of other Microsoft and third party apps.

So whilst I'm focusing on SharePoint today, you can use these same building blocks and apply them to other workflows, things like sending teams notifications when an envelope is completed or logging a signed document into Excel.

Everything I'm walking through today is very well documented in our docs.

This is actually the guide I'll be using today.

To jump in I am going to go straight to Annoture and I am going to generate a set of API keys which is what we'll use to communicate with Anacha from Microsoft Power Automate.

Those can be created in the developers page inside of Annature and I can go up and create a new set of API keys in the top right and I'll just call this Power Automate.

You'll only be showing these keys once, so leave these open in another window or paste them in a sticky note as you won't be able to retrieve them again.

Next I am going to jump into Microsoft Power Automate and again I've got the guide on the right hand side which is what I'll be following through today.

so it's just make.power automate.com and there's actually a little handy hyperlink inside of the guide that will take you straight to this page.

so you'll go to create on the left hand side and we're going to create an instant cloud flow.

So this is triggered manually from SharePoint.

and once the flow is triggered that's when we're going to create the envelope inside of Anature.

So I'm going to start that and we're going to name this flow.

so you'll just want to name this something handy and this is what your users will use to identify this workflow or start it.

So I'm just going to call it send to Annoture Video and then we're going to choose how this trigger or what trigger is going to start this flow.

So the trigger is going to be for a selected file.

there's quite a large list here.

So I'm just going to control F on my keyboard and search for a selected file.

you can see here there's for a selected file for things like OneDrive and other platforms.

So Very dynamic.

Again, but for today's example, I'm going to use SharePoint, then hit create.

So now we're going to configure the trigger.

and again on the right hand side, this guides you through what you'll need to do.

so we're going to click the trigger, which is this box here for a selected file.

and then we're going to enter the site address of the SharePoint site that we want to use.

So I'm just going to select the site address here and I'm going to use my sales SharePoint site.

And then for the library name we're just going to select Documents, which is the default which most people use inside of SharePoint after that.

So once we've triggered or we've selected a file inside of SharePoint, we're then going to get the file content.

So we're going to click this plus button underneath and we'll search here for get file Content using path.

So we're going to use this specific one.

Just be careful because there are variations of this like get file Content.

Get file Content using path, we're going to use the one that ends with using Path.

And again we're going to set the site address for the same site address as the one before.

And for the file path, we're going to use the Dynamic Content Picker.

So the trigger happens, we're selecting a file inside of SharePoint and then we need to get the details from that selected file.

So on the right hand side we can hit this lightning bolt which opens up the Dynamic Content Picker.

And here I can select an item from a previous step in the workflow.

So again on the right hand side, very well detailed, we're going to click into the file path and click the Dynamic Content Picker and we're going to select the item URL.

So basically we're selecting or selecting a file.

We're then going to get the file using the URL that's provided to us from SharePoint.

we're going to select the item URL and we're going to ensure that infer content type is selected or is set to.

Yes, Once that's done, we're now going to create one further or another action.

And this is going to be compose, which is this purple icon here.

and for the input we're going to hit the FX field which allows us to enter custom code or what Microsoft Power Automate calls an expression.

So you'll be able to copy this from the guide, this little handy Little copy icon here and we're just going to paste that into this area here and hit add.

what this is doing is grabbing the file that we've selected and it's going to convert it into a base 64 string which is essentially transforming your document from a PDF into a whole bunch of code that we can then send to Aniture programmatically to create the envelope.

So that's basically again triggering the workflow, getting the details and then converting it into code.

Once we do that, we're now going to identify who's starting the flow inside of Power Automate so we can assign that particular user as the sender in Anna char.

So from there we're going to plus create a new action and here we're going to search for Anachure and we're going to hit the Get Accounts.

Get Accounts action.

So you might need to hit see more and we're going to look for get accounts.

because I've already connected Anachure, this panel on the left hand side is a bit better.

but I'm going to change the connection and add a new connection for what I'm using today.

So it should look something like this where you'll enter the answer ID and key and this is what you created inside of answer from the developers page.

So I'm just going to copy this over into Power Automate, the ID and key and I'm just going to name this video demo so I can identify it later.

Hit create new.

So that's basically connecting or giving Power Automate permission to access my Anna account.

Those are very sensitive, so don't store them anywhere once you've entered them into Power Automate because again they give full access to your Annoture account.

So just to recap here, we're getting the file, we're selecting a file, we're getting the content, converting it into code and then we're getting all accounts.

So we're basically asking Janetcha what are all of the different accounts in the organization.

which is what we're going to use in the next step to filter down by who's actually who we're going to assign the envelope to.

So just back to the guide on the right hand side.

We have clicked the plus button, we've added the get accounts, we've done the connection and now we're going to add a filter array.

So I'm going to hit plus and I'm going to search for filter array which again is this purple icon.

and now we're going to configure the fields as mentioned in the doc.

so from on the right hand side we're going to enter the from for the array, this text field at the top here and we're going to ingest the body from the Get Accounts endpoint.

So we're getting all of the accounts and then we're telling the array or telling this step all of the accounts that Annotate has basically given us.

And now we're going to filter that even further.

so the filter query on the left hand side we are going to select the email from the get, accounts call.

So I'm going to hit the dynamic content picker of this lightning bolt and we're going to select the email.

And then on the right hand side we're going to make sure that the email is equal, is equal to.

That should be the default.

But just ensure that that says that is equal to.

And then we're going to enter custom code by clicking the FX icon.

And then we're going to copy the string of code from the document or from our docs and paste that in here.

So now it's basically just going to filter all of the accounts in the annoture organization and we're going to look for the account ID that matches the email of the person that's triggered the Microsoft Power Automate flow.

Awesome.

so now that's done we can create a new action and this is where we're actually going to create the Annoture envelope.

So now we're going to search for aniture again and we're going to create an envelope.

Awesome.

so I've just done that again following the guide on the right hand side we've searched for Anacha, we've selected Create Envelope.

The name is going to be the file name.

So we're going to use the dynamic content picker.

And from the, we're going to select the name from the manual trigger.

So for a selected file we're going to use the file name.

So this is going to be the name of the envelope.

It will be the name of the file that we've actually selected in SharePoint.

And for the account ID I can click in here.

And first I'm just going to change this to my new connection that I've done for the account id I can either hard code or select a user from the amateur organization.

That means every time this workflow runs it's going to come from that user inside of Anachar.

Great.

If you're the sole person in the business.

But if you're dynamically and you've got quite a large team, we don't want to hard code this.

Instead we're going to use a custom value and we're going to hit this lightning bolt on the left hand side and we're going to use the Annetture account ID from the bottom of the list.

So.

From the filter array.

Actually, no, we're not going to do that.

We will hit the FX icon and we're going to enter this code again in the docs.

So again, going through our workflow, we're getting all of the accounts, we're checking which account ID matches the Arnacher user and then we're going to grab that and that's the account ID that we're going to be using.

So again in the docs that details it all very well.

So we're going to hit the FX icon for account ID and paste this code in and hit add.

Awesome.

so underneath that we're now going to add the documents into the annoture envelope.

So we're going to hit add new item.

The file content will be actually the type will be application PDF.

File content will be the output of this compose, trigger or action actually.

so we're again converting the file into a string of code and that string of code is what we're going to upload the upload into annoture.

So we'll hit this dynamic content and we will use the outputs from the composter.

Awesome.

and now we can get into the recipients.

So this isn't something you're going to know at the point of triggering the envelope.

so what we're going to do is add a placeholder and then when we reach Anna, that's when we're going to enter those details.

So for the name we'll just add placeholder and for the email, we're going to add this placeholder email and then once you're ready to send it, that's when you're going to specify who those people are.

Awesome.

Now we're just going to scroll all the way down to the bottom and under advanced parameters we're going to enable body metadata and isdraft.

So for ISDraft we're going to set that to.

Yes.

so that's going to create the draft inside of Anachar for us to go in and prepare and then send out.

And for the body metadata.

Now we're going to tell Anna Char where this file originated so that once it's completed, we know where to put it back to essentially.

so again, this is very well detailed on the right hand side and we're going to copy and paste or copy this first string of text.

So basically we're saying we're giving Anna a SharePoint file ID and now we're going to enter that dynamic content.

So from the dynamic content picker, we're going to select the ID of the document from the for selected file step and then we are going to close that code off by copying and pasting, these two characters here.

So we're basically telling our nature.

Hey, we're also giving you a SharePoint file ID in the background.

This is the ID.

You can't see that inside of Aniture, but it stays with the envelope.

Then once it's completed we can then look for that file ID and place it back in the same spot.

so again on the right hand side we show you what that looks like.

and again we've already set the draft to yes and now that's done.

So I can go up and save this workflow in the top right.

And now we've created the workflow that will send the document to aneture.

from SharePoint we need to create one more workflow which is for when the envelope is completed inside of.

Once the envelope is completed inside of Anatro, we're going to send it back to Power Automate.

So I'm going to hit back and I'm going to create a new workflow and this time instead of creating an instant cloud flow, we're going to create an automated cloud flow.

So this is triggered on the back of something happening.

So I'm going to hit automated cloud flow and we're just going to name this save completed envelope to SharePoint.

And for the trigger, this is going to be an annoture webhook.

So when an event is triggered, that's when we're going to start this workflow.

So I'll hit create.

I can see here this action, or actually this trigger is already there.

So the trigger is when an event happens.

And I'm just going to select the key that I just added, which will be this one here.

you shouldn't have to do this as you'll only have one API key set up, which we did in the first step.

So we've named it, we've created it, and now we can start setting up this flow.

So the first step is, basically Anature is sending Power Automate a notification that something's happened and now we're going to get the details of that envelope.

So we're going to create a new action and this is going to be get envelopedetails.

So we're going to search for annature and we're going to use the get envelope, action.

Just keeping a note.

There's two actions.

Get envelopes and get envelope.

Get Envelope will get the details of a specific envelope, whereas Get Envelopes will give you a full list of all the envelopes that have been sent from your account.

That could be handy if you're like logging all of the details or all the envelopes that you've sent previously into like an Excel file.

But for this workflow we're just going to use the Get Envelope action.

The envelope id.

We will get the envelope id.

So I can see a whole bunch of tests here.

Let me just double check that this is connected to the right.

Yeah, so that's connected to the right account for the envelope id.

This is going to give you a list of all the envelopes that you've sent.

We don't want that.

Instead what we're going to be doing is heading down and entering a custom value down the bottom.

So this allows us to use the dynamic content picker to use the envelope ID from the notification that gets sent.

So Power Automate is being notified that something's happened and then we're going to get the envelope details using the envelope ID from that notification.

So we've just followed that on the right hand side.

Awesome.

the get envelope also returns the documents, which is great.

Now we're going to set up a filter.

So we're going to create a new step and we're going to look for the condition action which is this gray branch here.

So this condition, sort of tree is basically we're getting notified, we're getting the documents.

First we're going to check that the event is that the envelope has been completed.

So this is going to.

Or Power Automate is going to be notified every time an envelope's been completed, an envelope's been voided, a recipient has opened or a specific recipient has completed completed the envelope.

But we only want this flow to happen when the entire envelope is completed.

So we're basically setting up a condition here where if it was or if the envelope was completed or that's the event that's happening, we're going to proceed with the workflow.

If it wasn't, we're just going to ignore it.

So for the condition we're going to Set the we're going to set that over in the left hand side here.

So in the event type we're going to click into the left hand value again using the dynamic content picker and we're going to select the event from the event trigger here.

So we're going to use the body event and we're going to only proceed if that is equal to envelope, completed.

So let's just say you want to be notified like you want to send a teams notification when someone voids an envelope or when someone declines an envelope.

That's where you could set.

You know, we're looking for that specific event, but for this flow we're going to look for envelopes that have been completed and now we're also going to double check the envelope has been originated from SharePoint.

So again this happens every time an event happens inside of Anna, show whether an envelope has been signed, completed, voided.

And also for documents that have been created inside of anachron, not necessarily SharePoint for this example, I only want documents to come back into SharePoint that have started inside of SharePoint.

So now we're going to check the metadata of the document.

So as if you remember before we told or we sent additional information to Anachure saying here's the location of the document so we know where to send it back to.

We're going to check that that exists.

If it does, we're going to proceed.

If it doesn't.

Okay, we didn't create it from within SharePoint so we don't need to send it back.

So we're going to copy this code from the document, we're going to come across to the right hand side, going to hit the FX icon and enter that code.

So we're basically checking from this when we got the envelope, got the details from the envelope, we're checking the metadata and we're going to set the operator to is equal to which is by default.

Then we're going to hit the FX icon and enter false.

So it looks back to front there.

But it's basically saying if there's metadata then we're going to proceed.

Awesome.

again on the right hand side we've got the docs, and I've got some screenshots there as to what that should look like.

So we've got the body sent is equal to envelopecompleted and then we're doing that metadata check.

Sweet.

So now we're going to get the document itself from Manager.

So now that we've done those checks we're going to work off the true column here on the left.

so if we meet those conditions, we're going to proceed.

If we don't, nothing else happens, it just ends there.

So I'm going to create a new action underneath true.

And here we're going to search for a HTTP action.

this is green on the left hand side and we're just looking for HTTP.

not webhook, not swagger.

We're just going to click this one here.

And for the URL, we're going to use the URL we're going to get or use dynamic content from the get envelope request.

so basically in this.

Actually no, we'll use that from the event trigger.

So when the event notification is sent from Anna, we include in that notification a link to download those documents.

We're now going to use that link to put that into SharePoint.

So for the URL we're going to use dynamic content and we're going to grab the combined document.

Combined.

So we're going to use the body of the get envelope request or the event trigger.

They both do the same thing.

So you get the combined version of the document.

So that is the signed documents plus the certificate in the one PDF file.

If you didn't want to get the certificate as well, you could instead grab the master copy which is all of the signed documents combined with or if for whatever reason you just wanted the certificate only, that's where you could grab the certificate.

But for most use cases you're going to be grabbing the combined version which is the signed documents in its entirety.

so we followed that step in the guide.

We've selected the URL and the method is going to be a get request.

So we're getting that document.

Awesome.

And the rest can be left as is for that step.

now we're going to look up the original SharePoint file.

So in this get envelope step we're getting the information from Manager and one of those pieces of information is what was the ID of the original document.

Now we're going to look for that document, look where it's located and place this signed document in the same location.

So we're going to, below the HTTP action, we're going to create a new action and it's going to be get file properties.

So we're going to use this get file properties action from SharePoint.

Again, if you're using OneDrive, dynamics, that would, you know, that would be the equivalent there.

So we are going to get the file properties and we're going to configure the following fields.

So the site address is the same site address that I used in my initial flow.

The library is going to again be documents, which will be the default.

And for the id, we're now going to enter this string of text or this code going to come over and hit the FX icon to enter an expression and paste this code in here.

So what this is doing is basically getting the metadata from this get envelope step.

we're getting the SharePoint file ID that we set up and we're now going to get the details of that original document.

again, on the right hand side I've got a nice screenshot of what that should look like, so you can make sure that yours looks the same as well.

So now we're going to save the completed document that we got in this HTTP step.

We're going to put it back into or save it to SharePoint.

So we're going to create one final action and this is going to be a Create file action.

and now we're going to configure this so the site address again the same that we've used throughout the workflows.

And now we're going to use a folder path.

And the folder path is returned from this get file properties step.

So I'm going to hit the lightning bolt and I'm going to look for the folder path from the get file properties.

So we're going to save it in the exact same folder that the original file was in.

And then the file name will be the name of the envelope from within annature.

So we're going to use a, dynamic, dynamic step, the lightning bolt.

And we're going to look for the file name name from the get envelope.

Get envelope action.

And we're going to add signed PDF to the end of the file name that's ready in the doc.

So you can just copy and paste that across into NHL.

and you can see what that looks like there.

And the file content or the file that we're pushing into, SharePoint will be the HTTP step here.

So we're going to go dynamic content.

We're going to use the body of the HTTP action there.

Awesome.

So now that that's done, I can go up and save that.

And in theory, provided that I've set it all up correctly, which I hope I would have done, that should start working.

So now I'm going to go into my SharePoint site.

I've got a sales site here and I should have some documents here in My contracts folder.

So I'm going to select one of these and up the top I can automate and I can send it to Anature.

So that's one of my testing ones.

But I'm just going to go to Flows and I can see here I've got my send to answer video, which is the flow, the first flow that I set up.

So I'm going to hit that and it's going to ask me to confirm that I want to continue, which I do.

I'm going to run the flow.

If I head back to Power Automate, I can actually open the flow here, send to Annature Video and I can see that that failed.

So let me see why that failed here.

Okay, awesome.

I am back.

Slight issue.

and just something also to keep note of the Annoture account that I am using.

The email address on the account was different to my Microsoft email.

so in that case the flow failed because we looked for an Annotra account with the same email as the Microsoft user.

They didn't exist so we didn't know who to assign the envelope to.

So I've just changed that to the same email that's used for my Microsoft account.

I'm just going to go and run that test again.

So I'm going to use this sales order for Blue Peak holdings again up to the three little dots.

We're going to automate Flows and we're going to use my send to Annoture video flow and now we're going to run this flow.

So if I head back into Power Automate I can see that that succeeded.

And if I head over to Anna and head to my drafts, I should be able to see that item here, which is great.

so here I can see the documents already uploaded and what I need to do is replace my recipient here.

And I am just going to quickly use the same email that's on my account so I can sign it or sign it now from the same page.

So I'm going to send that to myself.

here you'd enter your client's details and I'll go ahead and prepare the documents.

So here I'll just add some basic signature fields and hit save.

I can see the envelope name is the sales order and I can go ahead and send that in the bottom right hand corner because I'm sending it to the same email that's on my account.

I can sign it now or sign it straight away, which is one of the features inside of Vanacher.

If you need to sign an envelope yourself.

Instead of having to go into your inbox, you can sign it straight from the dashboard.

but your clients would have just received an email to sign it.

So I'll go ahead and sign now and sign the document and now I can test and make sure that my second flow actually works.

So here I've got my save completed envelope to SharePoint Flow and I'll just check here.

And I can see that failed as well.

So we'll just check here.

It looks like we are getting a forbidden error.

So a forbidden error means there's something wrong with the authentication, which may be because I've got two Anitra accounts linked to this one.

Microsoft Power Automate Setup.

So I'll just make sure that this is the connection.

That's why.

So I'm using the connection that I used yesterday when I was testing.

I'm using another account here.

So I just need to make sure that that's linked again because you're only going to be using one Annoture account and I'm using multiple for my testing.

You shouldn't have that issue.

So I might just run from the top again once that's saved and select.

Let's just say this Master service agreement.

We'll go to Flows and we'll start this Send to Annature video flow.

we're going to go back into Annoture, we'll go to Drafts and I should see.

Actually we need to run the flow on Power Automate now.

If I head to Anna, sure.

I should see that draft pop up.

There we go.

The Master service agreement for Acme Corp come in here and enter, the name and email of my client or recipient and prepare the documents.

So I'll add my signature and date field and save.

Now go down to Send and sign and we can make sure that it actually flows back into Power Automate.

So I'll go ahead and sign finish.

Now I'll go back to Power Automate and check my run history so I can see the save completed envelope to SharePoint succeeded there.

So now if I go back into my sales, back into my folder where the original file was and refresh.

Any moment I should see that signed PDF come back.

Awesome.

Perfect.

Well, that's how you'd set up again that sync between SharePoint and Annoture again.

All very well documented on our doc.

So it's just support.annature.com in the guides and video section.

You'll see this guide here which again walks through that all very cleanly.

and this video will make its way just up to the top of the article.

again, the key sort of things to take away is that there's a pattern inside of Power Automate.

there's a trigger and an action and you can customize what those, what they sort of do.

So in this case the trigger was manually selecting a file in SharePoint.

and for the second flow it was for when an envelope was completed.

And then the actions were either creating an envelope or sending a file back to SharePoint.

You can customize that to send yourself notifications in Teams Dynamics and all sorts of other sort of products in the Microsoft ecosystem.

If you need a hand with setting anything up, or aren't sure where to start, more than happy to help, just reach out to us, both inside of Aniture and in our support center.

you've got access to our live chat here.

Otherwise in the top of our chair you've got access to our 1300 number and also our support email as well.

Thanks again for watching.

and thanks for bearing with me whilst we fix some of those hiccups at the end.

again, enjoy building and thanks again for watching.

See you later.