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Generate PDF from SharePoint Online list item using Power Automate

Kannan — Sat, 24 Apr 2021 09:20:00 +0000

Generating a PDF from SharePoint used to be a common requirement and when using server-side object model, it was easy to use some kind of PDF library and generate PDFs. But in SharePoint Online we can use Power Automate to generate PDFs and the following are the steps that can be used for this.

There are two ways by which a PDF can be generated.

Using OneDrive for Business’s “Convert HTML file to PDF”
Word Online’s “Populate a Microsoft Word Template” & “Convert Word Document to PDF” (These are premium action so a premium license is required and is in preview as of Feb 2021.)

In my example the scenario is to generate an invite pass for attendees attending a conference.

The generated PDF

The generated PDF will look like the following.

The data source

SharePoint List

Here we are using SharePoint Online and the data source is a simple SharePoint list which contains the following.

OneDrive for Business

The OneDrive for Business has two artificats

A Logo image is used for both methods.
A Microsoft Word Document (This will be used for the second method and not for the first method)

Please note that for both methods, the Power Automate is triggered whenever the SharePoint list item is created or modified.

In the below article when the product “OneDrive” is mentioned, it’s actually “OneDrive for Business”.

Method 1: Using OneDrive for Business’s “Convert HTML file to PDF”

The trigger is when a SharePoint List item is created or modified.

The next action would be to fetch the image of the logo located in the OneDrive.

Now we have to convert the logo into a Uri format using the expression editor and initialize a variable with it.

dataUri(outputs('Get_logo_file_content')?['body'])

Creating the HTML Content

Next is the important action where the actual HTML content will be created.

HTML Content Method 1: Using Simple HTML script like below.

For the seasoned HTML developer who is well versed with HTML & CSS, he/she/they can create the HTML content or the other easiest method is to use the Microsoft Word desktop software to create the HTML.

If you use a simple method, do make sure the CSS is perfect. For the most part I tried, the conversion from HTML to PDF kept ignore the CSS, hence the second method.

HTML Content Method 2: Using Microsoft Word

Open the Microsoft Word.
Design the contents.
Save the file as “Web Page, Filtered”.
Open that file using an HTML Editor or Notepad and copy the contents.




	
	
	





	

		

		Kannan Balasubramanian

		2

Create an action to initialise a variable and paste the contents. Replace the image source with “LogoUri” variable, Title & ID from the trigger “When an item is created or modified”.

variables('LogoUri')

triggerOutputs()?['body/Title']

triggerOutputs()?['body/ID']

Now the HTML contents should be saved to a HTML file. We are going to use OneDrive’s “Create file” action and will use the same “Dev” folder to create the file and use the ID as file name to uniquely generate a file for each item and the file content as the “HTMLContent” variable.

triggerOutputs()?['body/ID']

variables('HTMLContent')

The created HTML file now can be converted to a PDF file and we will use OneDrive’s “Convert file using path” action. The “File Path” will rely on the “Create HTML file” action’s “Path” property.

Converting HTML Content to PDF

This action is in preview as of February 2021.

outputs('Create_HTML_file')?['body/Path']

Once converted the PDF content will be saved as a file using OneDrive’s “Create file” action.

triggerOutputs()?['body/ID']

outputs('Convert_HTML_file_to_PDF_using_path')?['body']

Deleting the HTML File

If required we will use OneDrive’s “Delete file” action to delete the HTML file which was generated previously to avoid wasting the space.

outputs('Create_HTML_file')?['body/Path']

Testing

Now save the Power Automate and test it once to check if it’s working fine.

Create a new item in SharePoint and save it.

Go to OneDrive and check if the file is generated.

Open the file to check if it has been created.

Method 2: Using Word Online’s “Convert Word Document to PDF”

The trigger is when a SharePoint List item is created or modified.

The next action would be to fetch the image of the logo located in the OneDrive.

Now we have to convert the logo into a Uri format using the expression editor.

dataUri(outputs('Get_logo_file_content')?['body'])

Creating Word template

Open a word and if the developer tab is not available, configure the word to make it visible as shown below.

Click on the tab “File.
Click on the menu “Options”
Click on the tab “Customize Ribbon”
Check the item “Developer” if not already checked.

Now you should have a developer tab in the ribbon.

Now use the “Picture Control Content” to add a place holder for the logo.

Once added, click on the placed “Picture Control Content” and then click on “Properties” in the ribbon to set the “Title” as “Logo” & “Tag” as “Logo”

Repeat the same for Title & ID using the “Rich Text Content Control”

Once added, click on the properties to set a “Title” as “Title” & “Tag” as “Title” for the title place holder and “Title” as “Id” & “Tag” as “Id” for ID place holder and use formats like alignment and text styles in the “Home tab”.

The word document should look like below.

Now save the file as a normal Word document with .docx extension. Upload the word document into OneDrive as “Invite-Template.docx”

Now lets go back to the Power Automate and add an action “Populate a Microsoft Word template” of “Word Online”. Choose the location of “File” where the template file was uploaded. For Logo use the “File Content” from the “Get logo file content” (Note: We are not using the “LogoUri” variable here). For “Title” & “Id”, use the “Title” & “ID” from the trigger “When an item is created or modified”.

This is a premium action so a premium license is required and is in preview as of February 2021.

outputs('Get_logo_file_content')?['body']

triggerOutputs()?['body/Title']

triggerOutputs()?['body/ID']

Now add OneDrive’s “Create File” action. Choose the “Folder Path” from OneDrive, where the filled Word document should be saved, along with the “File Name” being ID of the SharePoint item and “File Content” from the action “Populate a Microosft Word template”.

triggerOutputs()?['body/ID']

outputs('Populate_a_Microsoft_Word_template')?['body']

Converting Word Content to PDF

Now lets convert the Word document into PDF by creating the action “Convert Word Document to PDF” of “Word Online” pointing the “File” to the path returned by “Create Word file via Word template”.

This is a premium action so a premium license is required and is in preview as of February 2021.

outputs('Create_Word_file_via_Word_template')?['body/Path']

Now let’s use OneDrive’s “Create file” action to create the PDF file in OneDrive.

triggerOutputs()?['body/ID']

outputs('Convert_Word_Document_to_PDF')?['body']

Deleting the Word File

If required we will use OneDrive’s “Delete file” action to delete the Word file which was generated previously to avoid wasting the space.

outputs('Create_Word_file_via_Word_template')?['body/Path']

Testing

Now save the Power Automate and test it once to check if it’s working fine.

Create a new item in SharePoint and save it.

Go to OneDrive and check if the file is generated.

Open the file to check if it has been created.

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Item level permission in SharePoint using REST and Power Automate

Kannan — Tue, 09 Mar 2021 07:32:19 +0000

Sometimes when an item is created we might need to set item level permission for those items. Fortunately, SharePoint’s REST API can help with this and Power Automate / Flow supports SharePoint HTTP calls.

For this to work, make sure the Power Automate is created with an account having site collection administrator access.

First the basics of how this works

Step 1 is to identify to whom the permissions should be granted to. It can be either a person or a group.

Step 2 is to identify what kind of permission i.e. role should be granted.

Step 3 is breaking the inheritance.

Step 4 is assigning the permission.

Second is knowing the supporting APIs to gather the information

Step 1: To whom the permission should be granted?

Individual user

To identify the individual user the following API can be used. Commonly everyone relies on e-mail ID so lets take that as an example

URL: _api/web/SiteUsers/getByEmail('email@domain.com')
Method: Get

When you use Power Automate, make sure to extract the ID and place it in a variable.

body('Get_User_Id')['d']['Id']

Site Group

To identify the site group the following API can be used.

URL: _api/web/sitegroups/getbyname('Group Name')
Method: Get

When you use Power Automate, make sure to extract the ID and place it in a variable.

body('Get_Group_Id')['d']['Id']

Step 2: What kind of permission?

This is defined by the role definitions available in the site. The following API will help in identifying the role definitions and their ID.

URL: _api/roledefinitions/getbyname('Full Control')
Method: Get

When you use Power Automate, make sure to extract the ID and place it in a variable.

body('Get_Role_Definition_Id')['d']['Id']

Step 3: Breaking the inheritance

For this first thing is we need to identify the target for which the inheritance should be broken. In the following example it’s a list item.

URL: _api/lists/getByTitle('')/items()/breakroleinheritance(copyRoleAssignments=false,clearSubscopes=true)
Method: POST

Example:

URL: _api/lists/getByTitle('Test List')/items(1)/breakroleinheritance(copyRoleAssignments=false,clearSubscopes=true)

Step 4: Assigning permission

As said before permission can be assigned to an individual or a group. The following API will help with that

URL: _api/lists/getByTitle('')/items()/roleassignments/addroleassignment(principalid=,roledefid=)
Method: POST

Example:

URL: _api/lists/getByTitle('Test List')/items(1)/roleassignments/addroleassignment(principalid=10,roledefid=1073741829)

Following is the list of out of the box role definitions which I came across in the internet

Role Definition Name	Role Definition Id
Full Control	1073741829
Design	1073741828
Edit	1073741830
Contribute	1073741827
Read	1073741826
View Only	1073741924
Limited Access	1073741825

Useful URL

You can refer the following URL which has code example to use REST api.

Set custom permissions on a list by using the REST interface

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SharePoint Online theme error – There was an error while attempting to get the themes

Kannan — Thu, 05 Mar 2020 07:24:47 +0000

Recently when I was trying to change the theme of a SharePoint online site collection, it threw an error “There was an error while attempting to get the themes”

The error looks like the one shown below (Taken from Microsoft Tech Community)

To fix this error, the easiest method as of March 2020 is do the following.

Click on “Classic change the look options” menu item shown in the screenshot above.
Choose one of the theme.
Preview it by clicking on “Try it out”.
Then click on “Yes, keep it”
Again load the home page
Try changing the theme, and the error should be gone.

Thanks to Rob for providing the work around here.

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Dish & Cable Channel Planner for India

Kannan — Tue, 22 Jan 2019 05:47:19 +0000

TRAI has changed the rule for dish and cable channel tariffs so that consumer has the option of choosing channels which they view instead of the service providers forcing to choose the bundle.

The following excel will help you in planning.
You can click on “view full size workbook” button at the bottom right of the embedded excel or view the excel in full view at https://kannan.page.link/c6wA

Go to “List of channels” sheet.
Set values in column “Selection Order” as 1 or 2 or 3 etc. per channel based on your viewing priority.
Go to “Pivot” sheet.
Right click in the table area and press refresh.
In “Selection Order” choose 1 and/or 2 and/or 3 instead of “All” based on your viewing priority.
Scroll down and view the “Grand Total” to know the total price.

For latest pricing visit https://www.channeltariff.trai.gov.in/

EDIT: I just found out that TRAI itself has an web app which helps in determining the price using various choices. I urge you to visit the site https://channel.trai.gov.in/ and don’t forget to click that “Optimize” button at the top of the final pricing page.

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Alternatives to “You are Welcome”

Kannan — Fri, 18 Jan 2019 02:31:59 +0000

In my many years of IT service, one of the constant response I get from my customers are the “Thank You” note . Generally we respond back to them by writing “You are welcome”. But there are other few ways we can respond as well.

Positive:

My pleasure
I’m happy to help
Anytime
Don’t mention it

Neutral:

You got it
No worries
Not a problem
It was nothing
Sure

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