Share File or Folder

The Share File or Folder activity allows you to share a SharePoint file or folder with people within your organization, specific individuals, or anyone with the sharing link, depending on the available sharing options. It enables you to configure the sharing scope and access permissions to control who can access the selected file or folder. The activity returns the generated sharing URL and the execution status after the sharing operation.

Prerequisites

1. A Microsoft SharePoint account with access to the required SharePoint site, files, and folders is required.
2. A SharePoint connection must be configured and authenticated in Robility Manager’s App Integration.
3. The connected account must have permission to access and share the selected SharePoint files or folders. 
4. The project must be added in the Publish option to access the configured SharePoint connection

Configure SharePoint Connection

Before using the Share File or Folder activity, a SharePoint connection must be created and authenticated in Robility Manager’s App Integration.

Once the connection is successfully created and authenticated:

1. Open Robility Designer.
2. Add the Share File or Folder activity to the workflow.
3. Select the configured account from the SharePoint dropdown.
4. Select the file or folder to share.
5. Configure the Share With and Permission options.
6. Configure the remaining activity properties as required.

The activity uses the selected SharePoint connection to authenticate and access SharePoint resources.

Authentication

The SharePoint integration uses Microsoft SharePoint authentication. During connection setup, sign in with your Microsoft Sharepoint account and grant the required permissions. Once authenticated, the connection becomes available for selection in SharePoint activities within Robility Designer.

Limitations

1. Only files and folders accessible to the authenticated Microsoft Share Point account can be shared.
2. Available sharing options are subject to the organization’s SharePoint and Microsoft sharepoint sharing policies.
3. The sharing operation fails if the selected file or folder is deleted, moved, or becomes inaccessible.
4. External sharing options may not be available if they are restricted by the organization’s administrator.
5. Users can grant only the permissions allowed by their SharePoint access level.

Activity Details in Canvas

SharePoint*: Select the account from the available connections. The selected account is used to authenticate with and access SharePoint.

File or Folder: Specifies the SharePoint file or folder to share. Enter the required path or select it using the available input options.

Share With: Specifies who can access the shared file or folder.
People in Organization: Allows users within the organization to access the shared file or folder through the sharing link.
Specific People: Restricts access to the specified users.
Anyone: Allows anyone with the sharing link to access the file or folder, subject to organizational sharing policies.

Permission: Specifies the access level granted to recipients.
Edit: Allows recipients to modify the shared file or folder.
View: Allows recipients to view the shared file or folder without making changes.

Properties

MISC

DisplayName: Specifies the display name of the activity. This value can be customized to identify the activity in the workflow.

SkipOnError: Specifies whether workflow execution should continue when the activity encounters an error.
True: The workflow continues execution even if the activity encounters an error.
False: The workflow stops execution when the activity encounters an error.
None: Uses the default value, which is False.

Version: Displays the version of the activity.

Output

Access Url: Returns the generated sharing URL for the selected SharePoint file or folder after a successful sharing operation.

Result: Returns a Boolean value indicating the execution status of the activity.
True: The sharing operation completed successfully.
False: The sharing operation failed due to an error.

Example

Suppose you want to share a project document in SharePoint with people in your organization and allow them to view it.

Configure the Activity

To share the document, configure the activity as follows:

1. SharePoint: Select the configured Microsoft Sharepoint account that has access to the required SharePoint site and document.
2. File or Folder: Select the document you want to share.
3. Share With: Select People in Organization to allow people within your organization to access the document.
4. Permission: Select View to allow recipients to view the document without editing it.

Result

After execution, a sharing link is generated for the selected document. The Access Url output stores the generated sharing link, and the Result output returns True when the sharing operation completes successfully.