How To Get File/Document From Document Set Using Ms Flow

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How to Get a File/Document from a Document Set using MS Flow

Are you struggling to retrieve a file or document from a document set within a document library using MS Flow (now known as Power Automate)? You're not alone. In this article, we'll guide you through the process of achieving this task, providing you with a step-by-step solution to overcome this challenge.

Understanding Document Sets and Document Libraries

Before we dive into the solution, let's quickly understand the concepts of document sets and document libraries.

  • Document Library: A document library is a container in SharePoint that stores and organizes files and documents. It's a common place to store and manage files related to a project, department, or team.
  • Document Set: A document set is a special type of folder in SharePoint that allows you to store and manage a collection of related documents. It's designed to help you organize and structure your documents in a more meaningful way.

The Challenge

When you try to retrieve a file or document from a document set within a document library using MS Flow, you might encounter some issues. The trigger might not be in the same library, or the document set might not be directly accessible. This is where the problem lies.

Solution: Using the "Get files (properties only)" Action

To overcome this challenge, you can use the "Get files (properties only)" action in MS Flow. This action allows you to retrieve the properties of files and folders in a document library, including document sets.

Here's a step-by-step guide to achieve this:

Step 1: Add a "Get files (properties only)" Action

  • Go to your MS Flow and add a new action.
  • Search for "Get files (properties only)" and select the action.
  • Configure the action by providing the necessary details, such as the site address, library name, and folder path.

Step 2: Filter the Results

  • Since you're dealing with a document set, you need to filter the results to get the specific file or document you're interested in.
  • Use the "Filter array" action to filter the results based on the file name, file extension, or other properties.

Step 3: Get the File Content

  • Once you've filtered the results, you can use the "Get file content" action to retrieve the file content.
  • Configure the action by providing the necessary details, such as the file ID or file path.

Step 4: Use the File Content

  • Finally, you can use the file content in your MS Flow workflow.
  • You can store the file content in a variable, send it as an email attachment, or use it in any other way you see fit.

Example Use Case

Let's say you have a document library called "Project Documents" and a document set called "Project Proposal" within it. You want to retrieve the file "Proposal Document.docx" from the document set using MS Flow.

Here's an example of how you can achieve this:

  1. Add a "Get files (properties only)" action and configure it to retrieve files from the "Project Documents" library.
  2. Filter the results to get the "Project Proposal" document set.
  3. Use the "Get file content" action to retrieve the "Proposal Document.docx" file.
  4. Store the file content in a variable and use it in your MS Flow workflow.

Conclusion

In this article, we've shown you how to retrieve a file or document from a document set within a document library using MS Flow. By using the "Get files (properties only)" action and filtering the results, you can overcome the challenge of accessing document sets in MS Flow. We hope this solution helps you achieve your goals and makes your life easier.

Additional Resources

Q: What is a document set in SharePoint?

A: A document set is a special type of folder in SharePoint that allows you to store and manage a collection of related documents. It's designed to help you organize and structure your documents in a more meaningful way.

Q: Why can't I access a document set in MS Flow?

A: There are several reasons why you might not be able to access a document set in MS Flow. One common reason is that the trigger is not in the same library as the document set. Another reason is that the document set might not be directly accessible.

Q: How do I retrieve a file or document from a document set using MS Flow?

A: To retrieve a file or document from a document set using MS Flow, you can use the "Get files (properties only)" action. This action allows you to retrieve the properties of files and folders in a document library, including document sets.

Q: What is the "Get files (properties only)" action in MS Flow?

A: The "Get files (properties only)" action in MS Flow is a powerful action that allows you to retrieve the properties of files and folders in a document library. This action is useful when you need to retrieve information about files and folders, such as file names, file extensions, and file sizes.

Q: How do I filter the results of the "Get files (properties only)" action?

A: To filter the results of the "Get files (properties only)" action, you can use the "Filter array" action. This action allows you to filter the results based on specific criteria, such as file name, file extension, or file size.

Q: Can I use the "Get file content" action to retrieve the file content?

A: Yes, you can use the "Get file content" action to retrieve the file content. This action allows you to retrieve the contents of a file, including text, images, and other file types.

Q: What are some common use cases for retrieving files and documents from document sets using MS Flow?

A: Some common use cases for retrieving files and documents from document sets using MS Flow include:

  • Automating document approval processes
  • Sending notifications when new documents are added to a document set
  • Retrieving files and documents for use in other business processes
  • Creating custom workflows for managing document sets

Q: Are there any limitations to retrieving files and documents from document sets using MS Flow?

A: Yes, there are some limitations to retrieving files and documents from document sets using MS Flow. For example, you may not be able to access certain types of files or documents, or you may encounter issues with file permissions or access rights.

Q: How do I troubleshoot issues with retrieving files and documents from document sets using MS Flow?

A: To troubleshoot issues with retrieving files and documents from document sets using MS Flow, you can try the following:

  • Check the permissions and access rights for the document set and the files and documents within it
  • Verify that the "Get files (properties only)" action is configured correctly
  • Use the "Filter array" action to filter the results and ensure that you are retrieving the correct files and documents
  • Use the "Get file content" action to retrieve the file content and verify that it is correct

Conclusion

In this article, we've answered some of the most frequently asked questions about retrieving files and documents from document sets using MS Flow. We hope this information has been helpful in resolving any issues you may have encountered and has provided you with a better understanding of how to use MS Flow to automate document management tasks.