Working with SharePoint documents

Intermediate Power Automate

Dani Kahil

Solution Architect | Microsoft MVP

SharePoint document libraries in a nutshell

nanobanana: A vertical SharePoint hierarchy tree — site contains a list and a library, library nests course folder and Contract Files folder containing a PDF

A site contains one or more libraries
A library holds files (often in folders)
Each file has a unique URL
Functions: Get files, Get file content, Get file metadata using path, and more

Matching a row to its file

nanobanana: A Contracts list row with a highlighted PdfFile column resolves via Get file metadata using path to a SharePoint file with the Link to item token exposed

Each row carries the file's URL or path
The flow reads the URL, asks SharePoint for the file
No naming convention needed; the URL is the truth

Get file metadata using path

screenshot_get_file_metadata: The Power Automate SharePoint "Get file metadata using path" action expanded, showing the Site Address and File Path input fields populated, and the action card revealed.

Pass the Site Address and File Path
Returns metadata, not the file contents
Surfaces the {Link to item} token

Link or attach?

✅ Link

Permissions enforced on click
Always the current version
Re-checks access on forward

❌ Attached copy

Frozen at send
Permissions bypassed
Leaks the file on forward

The permissions trap

screenshot_sharepoint_access_denied: A real SharePoint "Access denied" / "You need permission to access this site" page in the browser, shown after clicking a link to a document the user has no permission to open.

A working link only works for people with access
The flow doesn't grant access - it sends a URL
Use Share-with or library permissions to enable recipients

Let's practice!

Intermediate Power Automate