Share File

The Share File flow block allows you to share a document that is available or temporarily saved in Content Manager to efficiently distribute documents to recipients and monitor their interaction with the shared links to trigger actions further along the flow. Clients need the ability to share documents stored in Content Manager through Smart Flows outside their organization, specify availability periods, make the documents permanently accessible, and track down user interaction with the shares.

The Share File flow block streamlines document distribution and access control, ensuring documents are available for the required time. Interaction with one of the shared links could trigger a flow to resume. Imagine a salesperson who generates a quotation. Instead of sending the quotation via an e-mail attachment to the potential client, the salesperson stores it in Content Manager and creates a share with a link to view the quote online. Interaction with the links in the share are recorded via event hooks. So when clicking a link, the flow resumes, creating a task activity for the salesperson in Microsoft Dynamics 365 CE to execute a follow-up call immediately - ‘Call prospect ABC, they are looking at quote 123 right now’.

Parameters

The dropdown menus below provide all of the flow block's configuration options with detailed information and recommendations to help you configure your flow block.

You can further customize your flow block's parameters in several ways

  • Users can use linked fields to map data from your data set(s)

  • Users can use edit fields to customize the flow block

  • Using delayed output settings to wait for signatures or file names of completed documents

The Flow Output section serves as a comprehensive summary of the results and outcomes of a particular flow, providing valuable information to the user. Each setting that composes this output information is described in detail below:

Index No.

Field Name

Function

1

View the shared document

When checked, the system provides a link to view the shared document. Zip files are downloaded, so the View shared file opens on your computer with whatever your default program is for the file type. The ability to open and edit files directly in the browser depends on the file type, the user's license, and the user's browser capabilities. For example, Microsoft Edge can open. DOCX files in the browser if the user has the license, while Google Chrome cannot. If the browser cannot open the file, it will be downloaded instead.

2

Download the shared document

When checked, the system provides a link to download the shared document. The ability to open and edit files directly in the browser depends on the file type, the user's license, and the user's browser capabilities. For example, Microsoft Edge can open. DOCX files in the browser if the user has the license, while Google Chrome cannot. If the browser cannot open the file, it will be downloaded instead.

3

ID of the share

When checked, the system provides a unique identifier of the shared document.

4

Action type

When checked, the system provides the information of whether the shared document was viewed or downloaded.

The Basic settings of the Share File flow block define which document to share for viewing and what actions the system should take depending on the status.

Index No.

Field Name

Function

1

Document/Document path

Defines the document to use for sharing with the option to map to a document or to use an absolute filepath or ID

2

Temporary Available

When checked, the document is available for a limited amount of time. When unchecked, it is permanently available.

3

Expiration date

The expiration date can be a date in the future of the flow Designer inputs, which is by default limited to 6 months.