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      Drawings2CM Power Automate User Guide
      • 31 Mar 2023
      • 3 Minutes to read
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      Contents

      Drawings2CM Power Automate User Guide

      • Updated on 31 Mar 2023
      • 3 Minutes to read
      • Contributors
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      Article summary

      DRAWINGS2CM UPDATE FLOW

      The Drawings2CM update flow is triggered when the user creates a new Update Request via Drawings2CM.

      2023-01-18_17-01-55.png

      ADD THE FLOW TO DRAWINGS2CM

      In order to use this flow it must be added to the admin console of Drawings2CM. The URL inside the When a HTTP request is received action of the flow is to be pasted into the Update Flow URL field in the Drawings2CM admin console.

      2023-01-19_8-58-29.png
      2023-01-19_9-01-28.png

      DRAWINGS2CM METADATA

      Data entered into the Update Drawing Modal in Drawings2CM is available for use in the flow via these Dynamic Content variables.

      2023-01-18_17-21-08.png
      2023-01-18_17-21-26.png

      NameDescription
      fileNameThe name of the file uploaded to the Update Drawing Modal
      uriThe URI of the Record
      recordNumberThe Number of the Record
      titleThe Title of the Record
      commentsThe comments that the user added when making the Update request
      reviewerEmailThe email address of the reviewer specified in the Update request
      requestorEmailThe email of the user requesting the Update
      requestorNameThe name of the user requesting the Update

      APPROVAL EMAIL

      The Approve Drawing Update action is responsible for sending an email to the specified Reviewer for them to approve/reject the updated Drawing.

      2023-01-19_9-08-56.png
      2023-01-19_9-10-37.png

      APPROVAL OUTCOME

      If Drawing Update is rejected, the user that sent the Updated request receives an email informing them that their Drawing Update has been rejected along with any comments that the Reviewer made.

      If the Drawing is Approved, the user that sent the Update request receives an email stating that their Drawing Update has been approved.

      The Send Request to Drawings2CM action then triggers Drawings2CM to create a new version of the attached Record. The previous version of the Record is finalized.

      2023-01-19_9-12-40.png

      The Date Requested and Date Approved additional fields for the attached Record are updated with the respective data from the flow.

      DRAWINGS2CM REVIEW FLOW

      The Drawings2CM review flow is triggered when the user creates a new Review Request via Drawings2CM. This flow is used to prompt the specified Reviewer to review the tagged Drawings.

      2023-01-19_9-29-37.png

      ADD THE FLOW TO DRAWINGS2CM

      In order to use this flow it must be added to the admin console of Drawings2CM. The URL inside the When a HTTP request is received action of the flow is to be pasted into the Review Flow URL field in the Drawings2CM admin console.

      2023-01-19_8-58-29.png
      2023-01-19_9-42-40.png

      DRAWINGS2CM METADATA

      Data entered into the Review Drawing Modal in Drawings2CM is available for use in the flow via these Dynamic Content variables.

      2023-01-19_9-47-51.png

      NameDescription
      linksThe URL links to each of the Drawings tagged for Review
      requestorEmailThe email of the user requesting the Update
      requestorNameThe name of the user requesting the Update
      reviewerEmailThe email address of the reviewer specified in the Update request
      commentsThe comments that the user added when making the Update request
      drawingsA list of the tagged drawings (containing the title and record number of each drawing)
      htmlLinksA list of HTML links of each tagged Drawing, used to display clickable links in Office Outlook Email actions
      urisA list of uris of the tagged Drawings

      DRAWINGS2CM PROJECT CLOSURE FLOW

      The Drawings2CM Project Closure flow is used to archive a Team and return any drawings back to Content Manager. New drawings are created as new Records in CM using the metadata specified in the Admin Console. A TR5 and URL file of new and updated drawings is created in the Team after the archiving process has been completed.

      TRIGGERING THE FLOW

      1. Open Microsoft Teams
      2. Navigate to the Team to Archive
        2023-01-31_16-39-17.png
      3. Click on the More Options button on a post in the channel
        2023-01-31_16-40-37.png
      4. Click on the More Actions option and select Drawings2CM Project Closure Flow
        2023-01-31_16-43-09.png
      5. Fill in the Drawings2CM Project Closure form and click on the Submit button
        2023-01-31_16-44-58.png
      NAMEDESCRIPTION
      Your emailYour email address
      Approver EmailThe email address of the user that approves project closures
      Transfer All DocumentsIf checked: All documents in the Team are transferred to Content Manager.
      If unchecked: Only documents that are set to Final are transferred to Content Manager 2023-01-31_16-53-24.png

      APPROVAL EMAIL

      An Approval email is sent to the email address specified in the Approver Email field when triggering the Project Closure flow.

      If the Project Closure is approved, then the Team will be archived and all drawings are returned to Content Manager. The user who triggered the flow will receive an email when the archiving process is complete.

      If the Project Closure is rejected, then the user receives an email telling them that the Project Closure has been rejected, along with any comments that the Approver made.

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