Working with Microsoft Dataverse file columns just got easier. If you’ve ever needed to email a document stored in a file column of a Dataverse table, you know it’s not straightforward out of the box. In this tutorial, we’ll walk through how to use Power Automate to extract and email an attachment from a Dataverse file column specifically from a model-driven app.
This method is perfect for scenarios like:
- Sending client proposals directly from a model-driven app
- Automating internal document workflows
- Creating reusable patterns for single-file field types in Dataverse
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What Are Dataverse File Columns?
A file column in Dataverse is a field that stores one file per record think of it as a one-to-one attachment system. If you need multiple files per record, you’d use notes or multiple file fields instead.
For this tutorial, we’re focused on the one-to-one file column use case: sending that single attached file via email when a record is selected.
The App Setup: Model-Driven App with Proposal Attachment
In the example used here:
- We have a model-driven app with a custom Proposals table.
- Each proposal has a PDF stored in a file column called
proposal attachment. - The goal is to trigger a Power Automate flow by selecting a record and emailing the file.
Step 1: Create an Instant Cloud Flow in Power Automate
Begin by creating an instant cloud flow with a manual trigger:
- In Power Automate, create a flow within a solution.
- Use the trigger: “When a row is selected” from Microsoft Dataverse.
- Add a custom input field for the recipient’s email address.
Input Type: Email
Input Name: Email Address
Note: The Dataverse connector is premium. Make sure your license supports it.
Step 2: Get the Selected Record and File
To retrieve the selected proposal and its attachment:
- Get Row by ID
- Table:
Proposals - Row ID: from the trigger input
- Table:
- Download a File or Image from Dataverse
- Table:
Proposals - Row ID: same as above
- Column:
proposal attachment
- Table:
Only file/image columns will show up here.
Step 3: Compose the File Name
The “Download File” step gives you the file content, but not the file name. You’ll need to manually extract it:
- Add a Compose step before sending the email.
- Use this expression to get the file name:
outputs('Get_a_row_by_ID')?['body/proposalattachment_name']
(Replace proposalattachment with your actual column name.)
- Name this step:
File Attachment Name
This ensures the correct file name is passed along with the content.
Step 4: Send the Email with Attachment
Use Office 365 Outlook Send an Email (V2) action:
- To: Email Address (input from trigger)
- Subject: Demo File Attachment from Dataverse
- Body: See attached.
Click “Show Advanced Options” and fill in:
- Attachment Name:
Outputs of Compose - Attachment Content:
File Contentfrom the download step
Step 5: Test and Run the Flow
- Save and publish your app.
- Select a proposal record with an attachment.
- Click the Flow button.
- Choose your flow, enter an email address, and run it.
- Check your inbox the file should arrive as an attachment!
Troubleshooting Tips
- If your flow doesn’t appear in the app, re-publish the app or solution.
- Make sure the file column is properly configured in Dataverse.
- Confirm that the expression used to extract the file name is accurate.
Why Use This Pattern?
This Power Automate pattern is great for:
- Sales teams sending proposals
- HR departments emailing forms
- Operations teams managing document workflows
And it’s reusable with any single-file column in Dataverse.
Final Thoughts
With a few smart Power Automate actions and expressions, you can streamline the process of sending files from Dataverse records. Whether you’re working in a model-driven app or building custom workflows, this technique will save time and reduce manual steps.
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