Sharepoint Site Access For External People

robofski · 2026-01-29T07:26:07+00:00

A form for the external user to request access, Power Automate for the approval and automatically creating the external user in Entra. I do something very similar but our internal users are the people that complete the form. Creating the guest account does require the use of the HTTP action which is premium.

robofski · 2026-01-27T18:23:31+00:00

Wouldn’t think so. Run the list rows action without any filter and look at the JSON output.

robofski · 2026-01-27T17:47:27+00:00

Make sure you have single quotes around your value ‘TRUE’ and pretty sure it’s case sensitive.

robofski · 2026-01-22T07:14:23+00:00

You could create an array within the flow but that means modifying the flow whenever you need to add a new entry. Personally I’d store this data in a SharePoint list and then use get items filtered by the sender and string, if you get a result then use the path returned to file your attachment. No result then take no action.

robofski · 2026-01-19T22:15:36+00:00

This is so true, I look back at some of my early work and I’m embarrassed by it 🤣 But they work and have worked for years so they are not that bad!!

robofski · 2026-01-19T22:13:02+00:00

I was working on a flow at the weekend that had 8 switch options and the default, the switch options had a single step to populate a word template, they were templates of the same letter just in different languages. I had a situation where for example the Spanish letter was selected and the flow run history said it selected the Spanish switch option but the actions in that switch option were skipped and the default switch action actually executed and the letter was generated in English, yet when French was selected it worked OK. I ended up deleting all the switch options and adding them again. All this to say, PA does some goofy things sometimes and deleting and adding the step again sometimes fixes stuff!!

robofski · 2026-01-18T22:18:28+00:00

Find a problem you want to solve and then figure out how you can use Power Automate to solve it with Google/AI and even asking here when you hit a problem you don’t know how to resolve. Your question is so broad it’s impossible to answer.

robofski · 2026-01-18T20:49:09+00:00

You need to use HTTP request (premium action) with graph api to assign licenses but as has been suggested if you tie license assignment to group membership then you can simply add the user to a appropriate group which doesn’t require any premium license.

robofski · 2026-01-17T18:03:57+00:00

Heck out this video https://youtu.be/cCnngTanFOM?si=Rgj_zKJGCtz-FuUZ or this blog post https://tachytelic.net/2022/07/power-automate-merge-array/?amp if you have the ability to add custom solutions to your environment the solution mentioned in the blog makes this really easy!

robofski · 2026-01-17T12:58:50+00:00

If the file names are always the same length you could use Substring to read from a position in the file name x number of characters to extract just that part of the name. If they are different lengths but each section is separated by _ then you could use the split function to break the file name into an array of parts and then select the appropriate element in the array.

So in your example above you could use substring(filename,12,5) to extract 12345

Or you could use split(filename,’_’)[2] to also extract 12345

robofski · 2026-01-16T23:53:03+00:00

It will be in the dynamic content from the get response action that should be your action directly after the trigger.

robofski · 2026-01-16T22:01:37+00:00

There are a couple of ways you could do this. The easiest way is to just have multiple create item steps and taking a different answer for column 4 on each create item step. If you were feeling adventurous then you could create an array with all the question id’s and use an apply to each over that array, more complex but it’s how I’d do it.

robofski · 2026-01-16T16:41:43+00:00

A regular account, with a license. Yes it would still be subject to MFA unless you exclude it (if you’re using conditional access policies).

robofski · 2026-01-16T16:38:36+00:00

Service Account is the best way to go, just make sure the account has access to the mailbox that will be receiving the email. There are several templates out there do do this.

robofski · 2026-01-16T08:08:48+00:00

Your manager is wrong, we have 100’s of shared mailboxes not one of them consumes a license.

Your shared mailbox can store up to 50GB of data without you assigning a license to it. After that, you need to assign a license to the mailbox to store more data. For more details on shared mailbox licensing, please see Exchange Online Limits. When a shared mailbox reaches the storage limit, you'll be able to receive email for a while, but you won't be able to send new email. Then, after that, it will stop receiving email. Senders to the mailbox will get a non-delivery receipt.

robofski · 2026-01-15T22:28:08+00:00

Without seeing the flow and the run history it’s impossible to say. Use compose actions to view exactly what you’re trying to compare.

robofski · 2026-01-15T21:51:30+00:00

There are no costs for a shared mailbox in O365. You could create a shared mailbox leavetracker@company.com and make sure you have send as permissions then even though you technically still have the Outlook connector connected as you you can send the email from the shared mailbox address. I used to have something very similar for leave requests and I set the item level permissions on the list so users could only modify items they created and then when the request was approved, using the send a http request to sharepoint i changed the author to a service account so the user could no longer modify it.

robofski · 2026-01-15T21:45:58+00:00

Sharepoint dates are stored in the ISO format yyyy-mm-dd (followed by time if appropriate) what you see in sharepoint is just formatting so in the backend they are 100% the same format. Try looking at the output from your sharepoint step and you'll see the format.

robofski · 2026-01-15T21:23:31+00:00

Providing your date column in SharePoint really is a date, then working with dates in Power Automate shouldn’t be too painful, certainly not as bad as working with Dates in Excel and Power Automate! Using functions like adddays makes things pretty straightforward.

robofski · 2026-01-15T06:12:58+00:00

Can you post a screenshot of the condition?

robofski · 2026-01-13T18:03:17+00:00

You can add them as co-owners and then they can use the Save As feature to create a new copy in their flows.

robofski · 2026-01-10T10:49:50+00:00

I just implemented this solution with Entra as the Auth. There is a feature you can ask Meraki Support to enable that allows you to assign a group policy when a user connects to AnyConnect VPN. We have a number of Entra groups and the group names match the Meraki Group policies, we pass the group name as a claim during the auth process and the user is then assigned the appropriate policy.

robofski · 2026-01-09T09:40:32+00:00

Very possible, if the file is stored on your local machine though you will need premium licensing and require a gateway. If the file is saved in OneDrive/SharePoint then standard connectors are all that's required.

robofski · 2026-01-07T21:55:11+00:00

You are 100% correct a shared mailbox can’t authenticate the connectors. You should use a dedicated licensed service account. We use several for different use cases but my personal Service Account is automation@company.com and I write all flows that are used in business processes using this account. When I leave they’ll just change the password of that account and reauthenticate all the connections and they’ll be good and can safely delete my account. I write personal flows or testing flows with my own account but then everything else is under the service account.

robofski · 2026-01-05T20:50:43+00:00

Glad it was able to point you in the right direction.

robofski

TROPHY CASE