Smartsheet Attachment to SharePoint Archive

Overview

This flow centralizes Smartsheet row attachments in governed SharePoint storage. On a schedule it reads the sheet, lists every attachment, and for each new row attachment copies the file into a structured SharePoint library (organized by project / status), stamps file metadata from the row's cells, writes the archive location back to the row, and logs every action to a Dataverse audit table. Oversized files are flagged and skipped. A summary email reports the run.

Why it matters: Files scattered across Smartsheet rows are hard to govern, search, and back up. A metadata-tagged SharePoint archive with a Dataverse audit trail makes them retained, discoverable, and de-duplicated.

Use Case

An operations team attaches deliverables (specs, sign-offs, receipts) to Smartsheet rows and needs them automatically archived to a SharePoint library, foldered by project and status, with metadata, while a record of what was archived is kept for audit and to avoid re-copying.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Smartsheet	shared_smartsheet	GetSheetData
HHTTP	http	GET /2.0/sheets/{id}/attachments GET attachment detail PUT /2.0/sheets/{id}/rows
SharePoint	shared_sharepointonline	CreateFile ODataStylePatchFileItem
Office 365 Outlook	shared_office365	SendEmailV2

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.

Schedule vs event

Smartsheet has no attachment trigger; tune the Recurrence interval (default 1 hour) for freshness vs API load.

Folder structure

Change Compose_Folder_Path to fold by date, owner, or any other row cell.

Oversized policy

Flip the Else branch from log-and-skip to an HTTP DELETE of the Smartsheet attachment if you want oversized originals removed.

Retention

Apply a Purview retention label via SharePoint REST SetComplianceTag after Create_SharePoint_File.

Hash dedupe

Extend Check_Existing_Log to compare a content hash in addition to attachment id.

Metadata

Add more library columns and extend the Set_File_Metadata item object.

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.

@{variables('varSPLibraryPath')}/@{outputs('Compose_Project_Value')}/@{outputs('Compose_Status_Value')}

@equals(item()?['id'], items('Foreach_Attachment')?['parentId'])

@coalesce(first(body('Filter_Parent_Row'))?[variables('varProjectColumn')], 'Unsorted')

@empty(outputs('Check_Existing_Log')?['body/value'])

@lessOrEquals(coalesce(items('Foreach_Attachment')?['sizeInKb'], 0), variables('varMaxSizeKb'))

{ "id": @items('Foreach_Attachment')?['parentId'], "cells": [ { "columnId": @int(variables('varArchiveColumnId')), "value": "@body('Create_SharePoint_File')?['Path']" } ] }

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