Below is an example showing how to transfer files from Asite to an external service called Microsoft SharePoint via Microsoft Power Automate. Similarly, you can transfer files from Asite to other external services like Box, ProjectWise and so on:
1. Create a workflow trigger with Task set as Microsoft Flow. You can configure this workflow trigger on any 'Event' - for example, Upload Files - with Task Mode set to 'Post'.
2. Go to the Microsoft Power Automate homepage https://make.powerautomate.com/en-us/ and sign in using your Microsoft credentials.
3. The Microsoft Power Automate homepage will appear. Click 'My Flows' from the left menu.
If logging in for the first time, you might be asked to select country/region as required.
4. Flows created by you will appear if any. Click 'New flow' to create a new flow.
5. Select the 'Instant Cloud Flow' option under the 'New Flow' drop-down menu.
6. The screen to build an instant cloud flow appears, along with options for triggering the flow. Click Skip, as this is not required specifically for our integration.
7. A list of connectors and triggers will appear. You can use the search option to enter a keyword and search for your required connector or trigger.
8. To use the connector provided by Asite, search for ‘Asite’ and select the required connector provided by Asite. All Asite connectors are categorized under the ‘Premium’ tab (also available in the ‘All’ tab).
9. Triggers and Actions for the selected 'Asite' connector will appear in separate tabs.
Select the 'Actions' tab to view actions that can be performed when the above trigger is executed.
10. In the 'Triggers' tab, select a trigger needed to perform an action when a specific Asite workflow event is triggered based on configuration within Asite. In this example, we choose the 'When a workflow is triggered on file(s)' option.
11. In the next step, you must authorize your access to Asite by signing in. Click the 'Sign In' button. This is a one-time process.
12. Enter your Asite login credentials and click the 'Login' button.
13. In this step, you must grant Microsoft Power Automate permission to access and modify data by clicking the 'Allow' button. This is a one-time process.
14. Once your Asite account access is granted, you can search and select the project name and workflow trigger name. Only those triggers in which 'Microsoft Flow' has been defined as the task in 'Post' task mode will be listed.
Once done, click '+ New Step' to continue.
15. You need to choose an action here.
16. To use the connector provided by Asite, search for ‘Asite’ and select the required connector provided by Asite. All Asite connectors are categorized under the ‘Premium’ tab (also available in the ‘All’ tab).
17. The 'Actions' tab lists all the actions that can be performed when the above trigger is executed.
Actions available currently for the 'Asite' connector are:
Set File Metadata - Click here to obtain the steps for defining the file's metadata.
Create File - Click here to access the steps for uploading a file to another system via the Asite connector.
Get File Content - Click here to obtain the steps to download a file.
Note: You must perform the 'Set File Metadata' action before you can perform the 'Create File' action.
18. Let's download a file by using the action 'Get File Content'
Now, you can choose 'Get File Content' as the action to be performed when the above trigger is executed.
19. It will open a text box for entering the Download File URL.
20. Click the text box to see available options. A popup screen would appear with tabs Dynamic Content and Expression.
21. Under the 'Dynamic Content' tab, you can use the search option 'Search dynamic content' to search for 'direct link' as needed. The 'Dynamic Content' option allows you to retrieve dynamic values, i.e. variables from Asite in such scenarios. From the results, select 'DirectLink' and continue.
22. The selected 'DirectLink' will auto-populate in the 'URL Selection' field. Depending on the configuration, this direct link will facilitate the transfer of the file content from Asite to a selected external service. Currently, this is supported for files with limited size up to 100 MB via Microsoft Flow.
Once done, click '+ New Step' to continue.
23. Now, let's upload a file to another tool - SharePoint by using the 'Create File' action
To accomplish this, we must upload a file to SharePoint. In this step, we need to select the connector provided by SharePoint. If need be, you can use the search option to find the connector.
24. In this example, we will search and select the 'SharePoint' connector.
25. Once the connector is selected, relevant actions will be listed. In this example, we are selecting the 'Create File' option. If need be, you can use the search or scroll option to find the trigger.
26. In the 'Create File' step, enter details as follows:
Site Address - Search and select a SharePoint site address from the dropdown menu.
Folder Path - Click the folder icon and select the folder where the file needs to be saved.
File Name - Search and select 'FileName' from the dynamic content popup.
File Content - Search and select 'File' from the dynamic content popup.
27. Click 'Save' to continue.
28. The newly created flow will start appearing in the listing.
Once you have performed the above steps, the required configuration for transferring files from Asite to SharePoint is complete. Depending on the folder configured in the relevant workflow trigger within Asite, you can test the scenario by uploading a file.
29. Once a file is uploaded, the flow run history will appear under the '28-day run history' as follows. It displays the flow start date and time, duration and status.
30. Click start date and time to view details regarding the running flow.
The green ticks indicate that the corresponding step of the flow was executed successfully. Click the respective titles within the flow to get further details.
31. As the flow was successful, the file would be available in SharePoint based on the folder path configured in step 27 above.
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