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Send to Filer

Aaron Rendell
Aaron Rendell
  • Updated

Using Encodian Filer with Power Automate: Send to Filer Action

Introduction

Encodian Filer is a powerful document management solution that integrates seamlessly with Microsoft 365 and SharePoint. It enables users to automate document storage, retrieval, and organization using Power Automate. One of its key actions, Send to Filer, allows users to securely store and manage documents within SharePoint, ensuring proper classification and compliance.

This guide provides step-by-step instructions on how to configure and use the Send to Filer action within Power Automate.

Prerequisites

Before using the Encodian Filer Send to Filer action, ensure you have the following:

  • A Microsoft 365 account with access to Power Automate
  • Encodian Filer subscription and licencing
  • Encodian Flowr subscription and licencing.
  • Filer API URL and API Key.
  • SharePoint Document Library configured for document storage.

Configuring Power Automate with Encodian Filer

Step 1: Create a New Flow

  1. Navigate to Power Automate.
  2. Click Create and choose Automated cloud flow or Instant cloud flow based on your needs.
  3. Provide a name for the flow and select a relevant trigger, such as:
    • When a file is created in SharePoint
    • When an email with an attachment is received
    • Manually trigger a flow

Step 2: Add the "Send to Filer" Action

  1. Click New Step and search for Encodian Filer.
  2. Select the Send to Filer action.
  3. Configure the required fields:
    • Document: Select the document content from a previous step.
    • File Name: Provide a dynamic or static file name.
    • Destination Library URL: Enter the SharePoint Document Library URL where the file should be stored.
    • Metadata (optional): Define metadata such as content type, classification, or tags.

Default Parameters

The default 'Filer - Send Data' flow action parameters are detailed below:

  • API Endpoint: Set the Encodian Filer endpoint URL
  • API Key: Set the Encodian Filer API Key for authentication
  • Data: Provide the data payload to be sent to Encodian Filer (body)
  • HTTP Method: Set the HTTP Method type

Return Parameters

The 'Filer - Send Data' flow action returns the following data. 

Action Specific Return Values

  • Response - The response provided by the Encodian Filer endpoint conforms to the following JSON schema
{
   "StatusCode": 200,
   "ReasonPhrase": "OK",
   "Body": "JSON Payload"
}

Standard Return Values

  • OperationId - The unique ID assigned to this operation.
  • HttpStatusCode - The HTTP Status code for the response.
  • HttpStatusMessage - The HTTP Status message for the response.
  • Errors - An array of error messages should an error occur.
  • Operation Status - Indicates whether the operation has been completed, has been queued or has failed.

Step 3: Test and Deploy the Flow

  1. Save the flow and click Test.
  2. Upload a test document or trigger the selected event.
  3. Verify that the document is correctly sent to the designated SharePoint library.
  4. Monitor the flow execution under Run History to check for any errors.

Additional Features

  • Automatic Metadata Tagging: Use dynamic values to classify and organize documents.
  • Approval Workflow Integration: Combine with Power Automate’s approval actions to validate documents before storage.
  • Conditional Routing: Apply business logic to direct documents to different libraries based on content type or category.

Troubleshooting

Issue Possible Cause Solution
File not appearing in SharePoint Incorrect library URL Verify the destination library URL is correct
Flow failure Permissions issue Ensure the Power Automate connection has the necessary permissions
Metadata not applied Incorrect property mapping Check metadata field mappings in the flow

Encodian Flowr

To use the 'Send to Filer' action, a Flowr licence must be purchased.

Encodian Flowr — the Ultimate Standard Power Automate Connector