Skip to main content

Document Approval - Sent and Approval Type is Letter of Engagement

Flow Overview​

  • Name: Document Approval - Sent and Approval Type is Letter of Engagement
  • Purpose: Sends a templated email with populated content when a Document Approval of type "Letter of Engagement" is sent.
  • Date Created / Last Modified: [Insert date here]

Dependencies​

  • Dataverse
    • Document Approvals
    • Contacts
    • Email Messages
    • Email Contents
  • PowerApps
    • Manual trigger
  • TTS Consulting Utility
    • ReplaceWildcardsInText

Trigger​

  • Type: Manual
  • Source: PowerApps
  • Input Parameter: Document Approval ID

Flow Details​

Get Records from Input Parameters​

  • Get Document Approval by ID

    Table name: Document Approvals
    Row ID: PowerApps input (Document Approval ID)

  • Get Contact by ID

    Table name: Contacts
    Row ID: PowerApps input (Contact ID from Document Approval)

Initialize Variables​

Name: DocumentApprovalURL
Type: String
Value:
concat(baseurl, '/main.aspx?etn=tt_documentapproval&id=', DocumentApprovalID, '&pagetype=entityrecord')
Name: EmailRecipientsArray
Type: Array
Value: []
Name: EmailRegardingContact
Type: String
Value: (empty)

Add Recipients​

If Manager is Populated​

Manager (Value) is not equal to null
  • Append to EmailRecipientsArray:
{
  "participationtypemask": 3,
  "partyid@odata.bind": "/systemusers({Manager ID})"
}

List Reception Contact​

FetchXML Query:

<fetch version="1.0" output-format="xml-platform" mapping="logical" distinct="false">
  <entity name="contact">
    <attribute name="fullname" />
    <attribute name="emailaddress1" />
    <attribute name="tt_clientcode" />
    <attribute name="tt_managername" />
    <attribute name="ownerid" />
    <attribute name="contactid" />
    <order attribute="fullname" descending="false" />
    <filter type="and">
      <condition attribute="contactid" operator="eq" uitype="contact" value="{Service Contact}" />
    </filter>
  </entity>
</fetch>

Condition:​

length(body('List_Reception_Contact')?['value']) is equal to int(1)
  • Append to EmailRecipientsArray:
{
  "participationtypemask": 3,
  "partyid@odata.bind": "/contacts({Service Contact ID})"
}

Append Sender & BCC to EmailRecipientsArray​

  • FlowEmailSender:
{
  "participationtypemask": 1,
  "partyid@odata.bind": "/systemusers({FlowEmailSender ID})"
}
  • FlowEmailBCC:
{
  "participationtypemask": 4,
  "partyid@odata.bind": "/contacts({FlowEmailBCC Contact ID})"
}

Set Email Regarding Contact​

Name: EmailRegardingContact
Type: String
Value: /contacts({Contact ID})

Email Template and Dynamic Replacement​

Get Email Content Template​

Inputs:

{
  "FlowName": "Document Approval - Sent and Approval Type is Letter of Engagement",
  "FlowEmailID": "1"
}

FetchXML for Email Contents:

<fetch version="1.0" output-format="xml-platform" mapping="logical" distinct="false">
  <entity name="tt_emailcontent">
    <attribute name="tt_emailcontentid" />
    <order attribute="tt_emailsubject" descending="false" />
    <filter type="and">
      <condition attribute="tt_flowname" operator="eq" value="{FlowName}" />
      <condition attribute="tt_flowemailid" operator="eq" value="{FlowEmailID}" />
    </filter>
  </entity>
</fetch>

Update EmailTemplate​

ReplacementMapping JSON:

[
  {
    "Wildcard": "{{contact.tt_clientcode}}",
    "Replacement": "@{outputs('Get_Contact_by_ID')?['body/tt_clientcode']}"
  },
  {
    "Wildcard": "{{contact.fullname}}",
    "Replacement": "@{outputs('Get_Contact_by_ID')?['body/fullname']}"
  },
  {
    "Wildcard": "{{var.documentapprovalurl}}",
    "Replacement": "@{variables('DocumentApprovalURL')}"
  }
]

Replace Wildcards​

  • EmailSubject Replacement:
{
  "text": "@{outputs('Get_EmailContents_by_ID')?['body/tt_emailsubject']}",
  "ReplacementMapping": "@{outputs('Update_EmailTemplate')}"
}
  • EmailBody Replacement:
{
  "text": "@{outputs('Get_EmailContents_by_ID')?['body/tt_emailbody']}",
  "ReplacementMapping": "@{outputs('Update_EmailTemplate')}"
}

Compose Email​

Compose EmailSubject: Output from subject wildcard replacement
Compose EmailBody: Output from body wildcard replacement

Send Email​

  • Add a new Email Messages row
Table: Email Messages
Activity Parties: EmailRecipientsArray
  • Perform SendEmail bound action
Table: Email Messages
Action Name: SendEmail
Row ID: Email Message ID
IssueSend: Yes

Final Response​

  • Respond to PowerApp or Flow
{
  "Success": "Success"
}

Summary​

This flow is triggered when a Document Approval of type Letter of Engagement is sent:

  • It pulls data from Dataverse and Contact records.
  • It builds a dynamic recipient list including Manager, Reception, Sender, and BCC.
  • It dynamically generates a customized email using a central email template and TTS’s ReplaceWildcardsInText utility.
  • The composed email is saved and sent, and the result is returned to PowerApps.