Robert Gentile

Power Automate

Create Contract Using a Word Template Solution

Our client needed to generate contracts for service providers who are located around the world. Each country requires specific legal language and contracts for non-English speaking providers need to be created in English and their native language.

We created country-specific Word templates that include the required legal language and content control fields which are placeholders for where Flow will insert the data. These templates are kept in a SharePoint library that uses metadata columns to identify the template’s country and language.

We built a Power App that prompts the user to select a service provider and type of contract they need generated. The Power App then searches the library’s metadata columns to determine if a template exists. When an appropriate template is found the Power App navigates to a screen whose OnVisible property contains a call to a Power Automate Flow. The call to the Flow passes in the current user’s ID, effective and expiration dates of the contract, service provider’s ID, and template’s country and language.

The Flow gets provider info from a SharePoint list and the appropriate contract template from a SharePoint library, assigns values to the template’s content control fields, then saves the contract to a “pending contracts” SharePoint library.

Type: Power Apps, Power Automate, SharePoint

Date: 2023

The user searches for then selects a service provider
The user chooses the type of contract and effective and expiration dates
Contract templates are stored in a SharePoint library with metadata columns
Content control fields defined in Word template appear on the left side
Generated contracts are added to a Pending Contracts SharePoint library

Get 5000+ Records from a SharePoint List

SharePoint lists have a 5000-item view limit. So, to work with lists having over five thousand items in Power Automate Flows, we put all the list items into an array instead of using SharePoint’s Get Items action.

For ease of maintenance and efficiency we put the solution that places all the list items into an array into a Child Flow. The Child Flow loops through the SharePoint list grabbing five thousand records each time then places those records to an array. After retrieving all list items, the Flow returns the array to the Parent Flow.

The Parent Flow, which needs the data, must now reference the data in an array instead of the JSON returned by the Get Items action. We use a Filter Array action to get only certain items from the array. Finally, we loop through the array using Apply to Each and the output of the Filter Array.

Type: Power Automate

Date: 2023

This loop gets 5000 records each iteration and writes them to an array

Roundtable Events Solution

Liaison Creative + Marketing provides Lunch and Learn Events where its experts discuss a topic.  The Events are open to everyone, and this Solution provides a way for people to find and register for an Event.

The solution has a Power App that provides the interface to Event info which is stored in SharePoint lists. The list of Events can be filtered or the Event titles and descriptions can be searched.  Clicking on an Event shows details about the presentation and a Register button.

Clicking the Register button calls a Power Automate Flow and passes in the user info and Event ID.  The Flow get the user’s name and email address from a Corporate database then writes all of this info to a SharePoint List. Adding this to the list triggers another Flow.

This 3rd Flow pulls the Event ID and Attendee info from the trigger, gets Event info from the Events List, then grabs the Event’s ics file from a SharePoint library. Finally, an Outlook email with the ics file attached is generated then sent to the Attendee.

Type: Power Apps, Power Automate, SharePoint

Date: 2023

Events can be filtered and searched
This Flow is triggered when the user presses the Register button in the Power App
This Flow attaches the Event’s ics file to an email sent to attendee
This list keeps track of all the registered attendees
This SharePoint list is where all the Event information is kept. The other lists and libraries use the Event ID from this list to associate all the assets.