Power Automate

Send Document Template in email as PDF

The Client

Our Australia based clients in health care industry had to manually create files from records in the subgrids. Once the files were created, they had to be converted to PDF document and send them to their clients.

The Challenge

Our client required a streamlined method to generate PDF documents from the records in sub-grids and distribute them via email. This process needed to be automated to reduce manual effort and ensure accuracy in document delivery.

The Solution

To tackle this challenge, we utilized Dynamics 365 Sales and Power Automate to devise a solution. We created a custom Document Template in Dynamics 365 Sales and integrated it with Power Automate. This allowed us to automate the generation of PDF documents and their delivery as email attachments. We then created a Power Automate Flow in which we have performed the below steps:

• Retrieved the updated entity record.
• Fetched the required Document Template.
• Invoked a POST HTTP request to export the PDF Document with document ID and selected record.
• Parsed the JSON into the required format.
• Passed the parsed JSON as content bytes in the attachment array variable.
• Sent the created PDF as an attachment via email to the respective recipient.

Other Features

• Dynamic Email Content: Include personalized messages or dynamic content within the email body to provide context or additional information to the recipient.
• Error Handling: Implement robust error handling mechanisms within the Power Automate flow to handle any failures gracefully, such as notifying administrators or logging errors for troubleshooting.
• Security and Compliance: Ensure compliance with data protection regulations by implementing security measures such as encryption for email attachments and access controls for document storage.

The Result

By implementing this solution, our client achieved seamless automation of distributing records as PDF attachments via email. This reduced manual effort, ensured accuracy, and enhanced efficiency in document delivery. Integrating Dynamics 365 Sales with Power Automate provided a scalable and customizable solution, resulting in improved productivity and communication within the organization