Dropbox Form Upload to Intake Processing

Overview

This flow turns Dropbox file-request uploads into governed, tracked intake. When a file lands in a designated Dropbox intake folder (typically from a public file-request link), the flow reads the file, fetches authoritative metadata from Dropbox, validates it against type and size rules, routes it to an owner based on configurable rules, records a governed intake row in Dataverse, and emails a receipt - or, if the file fails validation, sends a rejection notice instead.

Why it matters: files collected via Dropbox file requests pile up unattended. Structured intake with validation, routing, a Dataverse system-of-record, and email acknowledgement makes every upload actionable and auditable.

Ships Off (demo).

Use Case

A team collects documents from external parties via Dropbox file requests (often anonymous) and needs each upload validated, owned, recorded, and acknowledged - client document collection, vendor onboarding paperwork, claims/forms intake, or creative-asset submissions.

Flow Architecture

Environment Variables

Connectors & Connections

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Watch folder

Point flowlibs_IntakeFolder at the Dropbox folder behind your file request.

Validation rules

Tune flowlibs_AllowedExtensions and flowlibs_MaxFileSizeBytes to your policy.

Routing

Edit flowlibs_RoutingRules JSON to map extensions (or document types) to owner mailboxes; the default key catches everything else.

Submitter context

The default convention parses the file-name prefix before the underscore; adapt it if your file-request naming differs.

Virus scan

Insert a scan step (via an HTTP/AV connector) before Create Intake Record.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

toLower(last(split(variables('varFileName'),'.')))

coalesce(json(variables('varRoutingRules'))?[variables('varFileExt')], json(variables('varRoutingRules'))?['default'], variables('varDefaultOwner'))

and(contains(split(toLower(variables('varAllowedExtensions')),','), variables('varFileExt')), lessOrEquals(variables('varFileSize'), variables('varMaxFileSize')))

if(contains(variables('varFileName'),'_'), first(split(variables('varFileName'),'_')), 'Unknown')