Power Automate · SharePoint Online
From file to Gestioo vault
Set up a flow to deposit and archive PDFs and Word documents. This guide is for administrators and the people building your organization's flows.
- 1. Approved file: PDF or DOCX
- 2. Power Automate: deposit and archive
- 3. Gestioo: receipt with archived status
What the SharePoint connection supports
Gestioo can receive SharePoint Online files through a Power Automate flow configured for that purpose. The connector handles deposit and archival; it does not synchronize libraries, copy permissions or version history, or provide SharePoint search inside Gestioo. The source file stays in SharePoint unless your organization chooses another action.
1. Prepare access
Steps
- 1Ask your Gestioo administrator to check your subscription, user licence, linked Microsoft identity, document creation rights and vault access.
- 2Confirm Power Automate licensing that covers Premium connectors for the flow and its users. A Microsoft 365 subscription or temporary trial may not be sufficient.
- 3Have your administrator review Power Platform data policies and Microsoft consent. For SharePoint, the connection must also be able to read the selected library.
Result: both connections have the required permissions, limited to your organization's needs.
2. Create the Gestioo connection
Steps
- 1Open Power Automate in the environment selected by your administrator. Create an instant cloud flow with Manually trigger a flow.
- 2Add an action and search for Send to Gestioo. Create its connection using your work Microsoft account authorized in Gestioo.
- 3Add Get deposit options and check the returned organization, classifications and groups in an initial test. If the connector is missing from the catalogue, contact Gestioo to check availability in your environment.
Result: the connection uses your Gestioo permissions. You do not need to create or enter an application secret for the public connector.
3. Make your first deposit with a test file
Steps
- 1Add a File input to the manual trigger. Prepare a small synthetic PDF. Enable secure inputs and outputs on the trigger and actions carrying the file.
- 2After Get deposit options, add Create a deposit. Fill in the fields below with your organization's choices.
- 3In File content, insert the File input's dynamic content. For this manual input, triggerBody()?['file']?['contentBytes'] matches the standard input named file. Adjust the name if needed; do not paste a long encoded string into the field.
- 4Save and test the flow with the synthetic PDF. Store the returned depositId before retrying.
Result: a deposit receipt exists. This receipt alone does not confirm archival.
| Field | Value to provide |
|---|---|
| File version key | A durable key for this file version, at most 128 characters. Store it in a register with the submitted metadata. |
| File name / Document title | Original name with .pdf or .docx extension, without a path, and a readable document title. |
| File content | Dynamic file content. Do not encode an already encoded value again. For SharePoint, validate the transfer with a synthetic file. |
| Classification rubric | An authorized classification returned by Get deposit options, selected according to your classification plan. |
| Access groups | At least one group ID returned by Get deposit options. SharePoint permissions are not copied automatically. |
| Copy type | principal or secondaire, according to your retention rule. |
| Administrative unit / Event date | An authorized unit if applicable; an event date with a time zone when the classification requires it. Do not choose an arbitrary date. |
4. Wait for archival confirmation
Steps
- 1Add Archive a deposit and map Deposit ID to the depositId returned by Create a deposit. Sealing is irreversible: only use files approved for archival.
- 2If the status is receiving or processing, wait for retryAfterSeconds, or 15 seconds if absent, then call Archive a deposit again with the same receipt. Limit the loop to 240 iterations and one hour.
- 3Stop the loop on archived, failed or interrupted. Add Get deposit status to check the final receipt. On timeout or any status other than archived, end the flow as failed and keep the source file.
- 4Record the receipt, archivedAt timestamp and source file reference in your tracking register. Check the document in the vault, then repeat with a synthetic DOCX.
Result: only archived confirms archival; a successful HTTP call is not enough.
6. Prevent duplicates and unintended uploads
Steps
- 1Store a stable file-version key before uploading. Retries must keep that key, the same bytes and the same metadata. Do not generate a new key on every run.
- 2If you already have a depositId, inspect or resume that receipt using the same connection. A timeout is not a reason to recreate the deposit.
- 3Before enabling an automatic SharePoint trigger, define an explicit rule for files approved for archival. Avoid uploading every draft edit and prevent tracking-register updates from triggering another deposit.
- 4Start with one file at a time and retain originals.
Result: retries do not create new deposits when their key and content are identical.
Formats, originals and privacy
Gestioo accepts PDF and DOCX files up to 50 MiB each; apply the lowest limit across the flow. DOCX files are converted to PDF before archival: keep the original Word file in your source system. Permissions are checked on every call. The Power Platform region and source services determine Microsoft-side data transit; certification does not guarantee that the entire workflow is hosted in Quebec.
Troubleshooting
- Sign-in denied / 401 / 403
- Reconnect the authorized account. Ask your administrator to check licensing, linked identity, permissions and Microsoft policies; do not disable tenant protections.
- 409 / idempotency_conflict
- The key already exists with different content or metadata. Check the receipt and original values before retrying; do not simply change the key to bypass the rejection.
- 413 / 415
- Check the actual file format and size, as well as limits of other actions in the flow.
- 429 / 503 / timeout
- Wait, then resume the same receipt, or the exact same request if no receipt was obtained. Check run history; do not delete the original.
- failed / interrupted / 404
- Keep the file and receipt. Check that you are using the connection that created the deposit; ask support to investigate.
For help, provide the action, time and error code. Do not send secrets, tokens or confidential document content. Contact Gestioo support