If you often find yourself sending emails from Dynamics that require attachments, you are likely familiar with the pain points of this process. It requires multiple clicks, you need to search for the correct attachments, and it opens the door for inconsistent file versions. So how can we give users a quick and simple way to send out consistent frequently used attachments? One way is by leveraging a combination of Power Automate and SharePoint.
The main driver here is Power Automate. A cloud-based service offered by Microsoft that allows you to create automated workflows between various applications and services. This will use connectors to bridge the gap between SharePoint and Dynamics behind the scenes.
The first thing we will need to create is a multi-select option set column on the email table in Dynamics. We will want to add a value for each attachment or set of attachments and take note of the numeric value associated with it. Next, we need to add a Frequent Attachment folder in SharePoint with a custom column to store the Dynamics option set value from the previous step.
Now that we have the groundwork set up, we can create the Power Automate Flow. This process will start with the user selecting the attachments they want from the Frequent Attachments column and clicking the send button.
Upon clicking the Send button, the system will check for any Frequent Attachments on the email. If there are any, the email record will be put into a custom Pending Attachment Status reason which will trigger the Flow. The Flow will then go and find any files in the SharePoint folder that corresponds to the Option set value(s). Then add them as attachments to the email. Once that is complete, the Flow will then send the email on its way! After that, you can view the email in Dynamics where the attachments appear in the typical attachments sub-grid we are all familiar with.
We love to implement Microsoft Dynamics 365 and Power Platform solutions here at Beringer. We’ve been working with Microsoft Dynamics since its inception, and we’re always finding innovative ways to implement the latest tools and help automate business processes.
Beringer Technology Group, a leading Microsoft Partner specializing in Microsoft Dynamics 365 and CRM for Distribution also provides expert Managed IT Services, Backup and Disaster Recovery, Cloud Based Computing, Email Security Implementation and Training, Unified Communication Solutions, and Cybersecurity Risk Assessment.