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Pretty much every time I run a project kick-off meeting involving tools like SharePoint or PowerApps, I always ask the group the following question:. While that may sound like a cliche, these days, it is pretty easy to meet this goal. No client has ever actually paid me when I used that line. But nonetheless, if you have been looking for a demo to show just how powerful these tools have become, then one is pretty good… If you check the image below, you can see I have a PowerApp that is browsing a SharePoint document library and irrespective of whether the document is Word, Excel or PowerPoint, is loading it as a PDF into PowerApps for preview.
Better still, this solution is very much in the citizen developer realm…. A common use-case for this sort of solution is a field worker who needs to access schematic data like drawings or equipment documentation. I have also deployed something similar for quality management and safety apps.
In all cases, users had a need to be able to retrieve documents quickly and easily…. Step 3 : Connect the document library as a data source using the SharePoint connector. Note, although document libraries are not listed by default, you can definitely connect them. Just scroll to the end of the lists and in the last box, type in the name of your document library….
Step 4: On the left side of the screen, add a blank vertical gallery and linked it to the data source. Step 5: Add a label to the gallery and set its Text property to ThisItem.
If you check the image below, you can see my three documents listed from my library. Not pretty I know, but this is a 10 minute demo remember? Step 6: Go to the Action menu and click the Flow icon. A new tab will open in your browser and log you into flow. A new flow will be created using a PowerApps trigger as shown above.
Now at this point I feel some explanation is needed. We are about to use a few recent enhancements to Flow and SharePoint. This is a very powerful API that has a truckload of goodness, but for now I will keep it simple. The API call looks like this:. The parameter is called RenderOptions and looks like this:. What is the deal with the number? Well, the documentation includes a table of different interesting things you can return, which you can do by adding the Values together.
So we are asking this API not just to bring back the data associated with a list item, but also some additional useful stuff. Basically what happens is if we total the numbers listed in the above table , we will end up all the data we need to do PDF conversion.
All you need to do is access this URL. How easy is that eh? Now all of the stuff in curly braces are tokens but they are also returned as part of the API call, so they can be grabbed from elsewhere in the output. So if we find each token in the. The document can stay in its native format! Step 8: In the Body section, paste the following configuration watch the quotes when pasting from this article :. Step 9: Click the Save and then Test icon in the top right. Click the continue button and on the next screen, type in the ID number of one of the documents in your library and click the Run Flow button.
Your flow will start and you can click Done. Assuming it worked, you will see a green tick of happiness. We need to grab the output from the API call for the next action. This action will allow us to make use of the output of the API call in the subsequent flow step. Click the Use sample payload to generate schema link and paste your clipboard contents into the window and click the Done button. Step Add an Initialize Variable action to your flow. Now we come to the most complex bit of the flow where we have to substitute the token we examined in the interlude earlier.
Be careful here… this is the most likely place to make an error…. In the Value textbox, click the dynamic content flyout and find. Next, add the following text to the Value textbox, taking care not to delete what you just added in the previous step. Now we come to a slightly tricky bit. The next bit of content we need is the file type of the document we are dealing with. Now this is formatted as a single value array, so despite there being only a single value, we need to create an expression to handle it.
Click the Expression tab and type in the following:. Also be super careful here because at the time of writing, the cursor in this textbox can randomly move and wipe out your edits….
Now in the Value textbox, click the dynamic content flyout and find. Now we come to another array that needs to be handled. This is the URL of the document we are dealing with. Click the Add an output icon and choose Text from the list of output types. Ok we completed the flow. Save it and give it a quick review. It should look something like this…. Step Back in your PowerApp, now, select the label gallery you created in step 5. From the Action menu, choose Flow and you should see your newly created flow listed.
Click on it to add it to your PowerApp. Once added, the label will partially fill in the OnSelect property to run your flow. Step 15 : Complete the flow invocation by adding a reference to the ID of the document from the gallery by using the following function:.
This function will set a variable called PDF to the output from our newly minted flow. When you click on a file in the gallery, the flow will get called. In fact you can try this out before we move on. Press the play icon to test your app and click one of the files. Then go back into edit mode and click the Variables icon from the View menu. You should see a global variable called PDF that has a data type of record.
Clicking the variable will bring up further details and if you click on the record icon, you will see the output returned from flow. Place it to the right of the gallery and set the Document property to PDF.
Not bad eh? A 5 step flow has enabled a very powerful use-case and once again showcases how well PowerApps and Flow work together. I need to also give credit to my daughter Ashlee, who actually figured a lot of this out earlier in the week. We will record a video on this fairly soon to accompany this post. If you got value out of this post please let me know.
Hi, I have followed the instructions all the way through but for some reason the pdf viewer just says that it cannot display the pdf. I will definitely digg it and for my part suggest to my friends. I want to use a drop down to select the file and then show it in the PDF viewer. However when I click on the provided link it opens in a new browser window Edge on Win Thanks for this greate instruction.
Works perfect on root level. But my document library has subfolders at the root level. And then the script is not working. Any idea? This is an awesome tool. Thank you for sharing it! I was able to get it to work with PowerApps and Excel. But I was wondering about a couple of tweaks.
When displaying as a PDF, the Excel file is displaying in its entirety. Is there a way to limit which sections are displayed as a PDF? I am also trying to manipulate this flow to use it with a Sharepoint Doc Library as the trigger and a link sent via email as the output. This is awesome information which works really well once everything is typed in correctly!
Dear Paul, this is an amazing contribution, I had tried to use the new PDF viewer, but … well, could not make it work for me as I intended; which was to point to a library, select a word doc, and have a PDF display of that doc.
Exactly what your flow does!!! I forgot to add the use case: One team writes documents versioned and with approval of major versions , while another team acts as reviewers.
The reviewers should see the doc where I added line numbers , but must not be able to edit the doc which is still in state of draft version. The authors can then accommodate the reviewers suggestions or not and push the document to ready for publication. Hello Paul, i just began to build the first powerapps and saw your article. Brillant way to see pdfs in PowerApps.