How to Attach SharePoint Files to Power Automate Emails on Status Change
Question details
The user needs to include files uploaded to a SharePoint item as attachments in an automated email triggered by a status change in Power Automate.
- Product
- Power Automate / SharePoint
- Device & OS
- not provided
- Scenario
- Configuring a Power Automate flow to send an email with SharePoint list item attachments when the item's status is updated.
- Observed behavior
- The email flow triggers successfully on status change, but the user needs a way to fetch and attach the corresponding SharePoint files to the outgoing email.
Ensure you have owner permissions for both the SharePoint list and the Power Automate flow. Verify that your flow triggers correctly when the status column changes before you begin configuring the attachment steps.
Create an Array Variable to Process and Attach SharePoint Files
Retrieve the attachment content from the SharePoint item and append it to an array variable to be passed into the email action.
To attach files dynamically from a SharePoint item to an email, you must extract both the file name and the file content, then format them into an array that the email action can read.
At the beginning of your flow, add an 'Initialize variable' action. Set the name to 'AttachmentsArray' and set the type to 'Array'.
Add the 'Get attachments' SharePoint action to your flow. Provide the Site Address and List Name, then pass the Item ID from your trigger.
Add an 'Apply to each' control using the body output from 'Get attachments'. Inside this loop, add the 'Get attachment content' action using the Site Address, List Name, and File Identifier.
Inside the same loop, add an 'Append to array variable' action. Select your 'AttachmentsArray' and paste the following JSON format as the value: {"Name":"@{item()?['DisplayName']}","ContentBytes":"@{body('Get_attachment_content')}"}.
In your 'Send an email' action, click the icon to switch the attachments field to 'Array' view, and then insert your 'AttachmentsArray' variable.
Manage Your Shared Documents Seamlessly with WPS Office
While Power Automate handles automated workflows and SharePoint manages storage, you need a reliable suite to create and view the files being shared. WPS Office is a lightweight, highly compatible alternative to Microsoft Office that lets you effortlessly manage Word, Excel, and PowerPoint documents before uploading them to your workflows.
- 1. Download and Install: Visit the official WPS Office website to download the free installer and follow the on-screen instructions to set it up on your device.
- 2. Open Your Documents: Launch WPS Office and effortlessly open your existing Microsoft Office files (.docx, .xlsx, or .pptx) without any format distortion.
- 3. Save and Share: Edit your document and save it in standard formats, ready to be uploaded to SharePoint and shared via automated emails.
Frequently Asked Questions
Why is the email sending even when the status hasn't changed?
If your flow uses a general 'When an item is created or modified' trigger without specific constraints, any column update will trigger it. To fix this, add a Trigger Condition in the trigger's settings to ensure it only executes when the status column is modified to your desired value.
Can I send multiple attachments in one Power Automate email?
Yes. By using an array variable and appending each file's properties inside an 'Apply to each' loop, the completed array collects all files. You can then pass this single array to the email action to attach all files simultaneously.
What format should the attachment array use in Power Automate?
The array expects objects containing two specific properties: 'Name' (the file name with extension) and 'ContentBytes' (the actual file content retrieved from the 'Get attachment content' action). Ensuring accurate key naming is essential for the email action to recognize the files.
