Sharing My PowerAutomate Workflow: Attach Files from SharePoint to RENXT Gift Records

Nicole Holt
Nicole Holt Community All-Star
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in SKY Developer General Discussions

I mentioned this in my #devdays session & there seemed to be interest, so I thought I'd share :)

Description: This workflow adds gift documentation as a link from SharePoint to RENXT gift records. Saves lots of time if you manually update this field, and ensures that staff reviewing gifts for stewardship, letters, etc, have quick and easy access to the documentation that came with a gift.

Required Connections:

  • SharePoint
  • RENXT Gifts

Suggested Skill Level: Beginner/Intermediate

Configuration Details:

  • Gift Custom Field "Gift doc name" should have the name of the file as its value (the name before the file extension). This can be added in the batch entry process.
  • SharePoint library that includes these columns (mine includes more, but these are needed for the flow to work):
    • GiftID - (Single line of text)
    • RENXT_Attachment Single line of text. Be sure to train staff to not include apostrophes in these file names. Apostrophes = chaos.

This workflow has two parallel branches--one looking for gifts, and one looking for files that have a gift ID and are not marked as ‘attached’ (this can be used for attaching records that may not have gone through a different process).

Category: Automation, Data Management

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About the flow:

Branch 1 (looking by gifts):

  • List gifts: looks for gifts of certain types that were added within the last 5 days. These filters can be changed to meet the needs of your organization.
  • For each gift, pull gift custom fields and filter on those with category “Gift doc name”
  • Seach SharePoint library for files with name listed in “Gift doc name”
  • Condition: if a SharePoint file is found matching the name, and the comments for the gift custom field is blank, the flow will
    • get the file properties,
    • create a gift attachment as a link,
    • update the file properties with the gift ID and the attachment ID, and
    • add a comment to the gift custom field to ‘mark’ that the attachment has been created

Branch 2 (looking at unmatched files):

  • List files in the SharePoint library that have a Gift ID listed in properties but do not have an attachment ID
  • Get the gift (by ID) in NXT
  • Create gift attachment as a link
  • Update file properties with attachment ID

giftdocumentationtemplate_1_0_0_1 (1).zip

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