Power2CM User Manual

SIGN IN

When adding any action from Power2CM to a flow for the first time, you will be asked to sign in using your M365 Credentials.

SAMPLE FLOWS

We have provided two sample flows to archive information from Power Automate to Content Manager. These sample flows will help you get set up with the FYB Power2CM Connector and can be used as a basis to design other flows:

• Email to CM Flow - This flow will archive sent/received emails to CM
• OneDrive to CM Flow - This flow will archive documents from the user's OneDrive

Before importing the samples, you need to create a Power2CM Connection on Power Automate.

CREATING A POWER2CM CONNECTION

1. Once you have logged into Power Automate, click on Connections option within the left menu under Data
   

2. Click on the New connection button
   

3. Type Power2CM into the search bar and click on the Power2CM Connector (name may vary depending on the name given for the connector in the Power2CM Installation Guide)
   

4. Sign In with your desired M365 account
   

5. Your connection will now appear in the list of Power Automate connections. The status should state Connected
   

IMPORTING THE EMAIL TO CM FLOW

This flow will archive emails sent/received in the specified user's Outlook to Content Manager.

1. Click on My flows
2. Click on the Import button
   
3. Click Upload
   
4. Locate the Email to CM.zip file that was provided with your power2cm-files.zip and click the Open button
   
5. Click Select during Import for the Power2CM Connector
   
6. Select the Power2CM Connector
   
7. Click Select during import for the Office 365 Outlook resource
   
8. Select the required connection (this defaults to the account of the user completing the upload)
   
9. Click Select During Import for the Power2CM Connection
   
10. Select the Power2CM connection
    
11. Click on the Import button
    

UPDATING FIELD VALUES

1. After the flow has successfully imported, click Open Flow
   

2. Click on the When a new email arrives action and update the fields as required. At a minimum, you need to input a user for the TO field. Any emails sent to this user will be captured. The other fields can be adjusted as required
   

3. Click on the Archive Emails action and update the fields as required. At a minimum, the Record Type and Container fields need to be filled in. The Record Type field requires the URI of the record type you wish to capture emails with and the Container field requires a valid container record number
   

4. Click the Save button
   

5. The flow will run automatically whenever the specified user receives an email

6. Change the Folder field to Sent items and copy the user from the To field into the From field.
   

IMPORTING THE ONEDRIVE TO CM FLOW

This flow will archive documents from the user's OneDrive to Content Manager.

1. Click on My flows

2. Click on the Import button
   

3. Click on the Upload button
   

4. Locate the OneDrive to CM.zip file that was provided with your power2cm-files.zip and click on the OK button
   

5. Click Select during Import for the Power2CM Connector resource
   

6. Select the Power2CM Connector
   

7. Click Select during import for the OneDrive for Business Connection resource
   

8. Select the required connection (this defaults to the account of the user completing the upload)
   

9. Click on the Select During Import option for the Power2CM Connection
   

10. Select the Power2CM connection created earlier in the guide
    

11. Click on the Import button
    

UPDATING FIELD VALUES

1. After the flow has successfully imported, click on the Open Flow option
   

2. Click on the List files in folder action and update the Folder field as required. Choose the desired OneDrive folder you wish to capture files from
   

3. Click on the Apply to each action and then the Create Record in CM action. At a minimum, you must fill in the Record Type, Container and Author fields.
   

4. Click on the Save button
   

POWER2CM ACTIONS

The following Power Automate actions are provided with the Power2CM connector.

GET RECORDS ACTION

Used to search for records given the search criteria.

EXAMPLE USE

1. Add the Get Records action to a flow
   
2. Get Records returns a list of records, so using any of the dynamic content will result in an Apply to Each action to cater for each record returned from the search
   
3. The Get Records action will have the following dynamic content
   

4. You can then use this dynamic content at any steps in the flow

CREATE RECORD IN CM ACTION

Used to create a record in Content Manager using data from the flow or data typed into the fields below.

FILE DATA

The File Data field allows for the processing of file content from Power Automate to Content Manager. The below example uses the SharePoint Get File Content action to demonstrate but any action that returns valid file array data can be used.

You will need to create a File Array action like the one below.

The data from the SharePoint Get File Content step will assist with returning the data required. The Get File Content action will return the content type (mime type) and content (base64 string) of the file found. You can then pass this data to the File Array action with the following formatting.

You can now fill in the File Data field of the Create Record in CM action using the File Array.

PDF TEMPLATES

The PDF template must be a Word Document that is stored within Content Manager and will be referenced in the PDF Template URI field using its URI.

The following placeholders are available for use when building a PDF template in a Word Document:

ARCHIVE EMAILS ACTION

This action is used to file emails from a Power Automate flow into Content Manager.

SHARING CUSTOM CONNECTORS/FLOWS

It is possible to share customer connectors and flows with other users. Any of the connectors and flows setup for Power2CM can be shared.

1. To share custom connectors follow the guide here

2. To share flows follow the guide here