awesome-copilot/skills/flowstudio-power-automate-build/references/action-patterns-connectors.md

FlowStudio MCP — Action Patterns: Connectors

SharePoint, Outlook, Teams, and Approvals connector action patterns.

All examples assume "runAfter" is set appropriately. Replace <connectionName> with the key you used in connectionReferences (e.g. shared_sharepointonline, shared_teams). This is NOT the connection GUID — it is the logical reference name that links the action to its entry in the connectionReferences map.

---

SharePoint

SharePoint — Get Items

"Get_SP_Items": {
  "type": "OpenApiConnection",
  "runAfter": {},
  "inputs": {
    "host": {
      "apiId": "/providers/Microsoft.PowerApps/apis/shared_sharepointonline",
      "connectionName": "<connectionName>",
      "operationId": "GetItems"
    },
    "parameters": {
      "dataset": "https://mytenant.sharepoint.com/sites/mysite",
      "table": "MyList",
      "$filter": "Status eq 'Active'",
      "$top": 500
    }
  }
}

Result reference: @outputs('Get_SP_Items')?['body/value']

Dynamic OData filter with string interpolation: inject a runtime value directly into the $filter string using @{...} syntax:

"$filter": "Title eq '@{outputs('ConfirmationCode')}'"  

Note the single-quotes inside double-quotes — correct OData string literal syntax. Avoids a separate variable action.

Pagination for large lists: by default, GetItems stops at $top. To auto-paginate beyond that, enable the pagination policy on the action. In the flow definition this appears as:

"paginationPolicy": { "minimumItemCount": 10000 }

Set minimumItemCount to the maximum number of items you expect. The connector will keep fetching pages until that count is reached or the list is exhausted. Without this, flows silently return a capped result on lists with >5,000 items.

---

SharePoint — Get Item (Single Row by ID)

"Get_SP_Item": {
  "type": "OpenApiConnection",
  "runAfter": {},
  "inputs": {
    "host": {
      "apiId": "/providers/Microsoft.PowerApps/apis/shared_sharepointonline",
      "connectionName": "<connectionName>",
      "operationId": "GetItem"
    },
    "parameters": {
      "dataset": "https://mytenant.sharepoint.com/sites/mysite",
      "table": "MyList",
      "id": "@triggerBody()?['ID']"
    }
  }
}

Result reference: @body('Get_SP_Item')?['FieldName']

Use GetItem (not GetItems with a filter) when you already have the ID. Re-fetching after a trigger gives you the current row state, not the snapshot captured at trigger time — important if another process may have modified the item since the flow started.

---

SharePoint — Create Item

"Create_SP_Item": {
  "type": "OpenApiConnection",
  "runAfter": {},
  "inputs": {
    "host": {
      "apiId": "/providers/Microsoft.PowerApps/apis/shared_sharepointonline",
      "connectionName": "<connectionName>",
      "operationId": "PostItem"
    },
    "parameters": {
      "dataset": "https://mytenant.sharepoint.com/sites/mysite",
      "table": "MyList",
      "item/Title": "@variables('myTitle')",
      "item/Status": "Active"
    }
  }
}

---

SharePoint — Update Item

"Update_SP_Item": {
  "type": "OpenApiConnection",
  "runAfter": {},
  "inputs": {
    "host": {
      "apiId": "/providers/Microsoft.PowerApps/apis/shared_sharepointonline",
      "connectionName": "<connectionName>",
      "operationId": "PatchItem"
    },
    "parameters": {
      "dataset": "https://mytenant.sharepoint.com/sites/mysite",
      "table": "MyList",
      "id": "@item()?['ID']",
      "item/Status": "Processed"
    }
  }
}

---

SharePoint — File Upsert (Create or Overwrite in Document Library)

SharePoint's CreateFile fails if the file already exists. To upsert (create or overwrite) without a prior existence check, use GetFileMetadataByPath on both Succeeded and Failed from CreateFile — if create failed because the file exists, the metadata call still returns its ID, which UpdateFile can then overwrite:

"Create_File": {
  "type": "OpenApiConnection",
  "inputs": {
    "host": { "apiId": "/providers/Microsoft.PowerApps/apis/shared_sharepointonline",
              "connectionName": "<connectionName>", "operationId": "CreateFile" },
    "parameters": {
      "dataset": "https://mytenant.sharepoint.com/sites/mysite",
      "folderPath": "/My Library/Subfolder",
      "name": "@{variables('filename')}",
      "body": "@outputs('Compose_File_Content')"
    }
  }
},
"Get_File_Metadata_By_Path": {
  "type": "OpenApiConnection",
  "runAfter": { "Create_File": ["Succeeded", "Failed"] },
  "inputs": {
    "host": { "apiId": "/providers/Microsoft.PowerApps/apis/shared_sharepointonline",
              "connectionName": "<connectionName>", "operationId": "GetFileMetadataByPath" },
    "parameters": {
      "dataset": "https://mytenant.sharepoint.com/sites/mysite",
      "path": "/My Library/Subfolder/@{variables('filename')}"
    }
  }
},
"Update_File": {
  "type": "OpenApiConnection",
  "runAfter": { "Get_File_Metadata_By_Path": ["Succeeded", "Skipped"] },
  "inputs": {
    "host": { "apiId": "/providers/Microsoft.PowerApps/apis/shared_sharepointonline",
              "connectionName": "<connectionName>", "operationId": "UpdateFile" },
    "parameters": {
      "dataset": "https://mytenant.sharepoint.com/sites/mysite",
      "id": "@outputs('Get_File_Metadata_By_Path')?['body/{Identifier}']",
      "body": "@outputs('Compose_File_Content')"
    }
  }
}

If Create_File succeeds, Get_File_Metadata_By_Path is Skipped and Update_File still fires (accepting Skipped), harmlessly overwriting the file just created. If Create_File fails (file exists), the metadata call retrieves the existing file's ID and Update_File overwrites it. Either way you end with the latest content.

Document library system properties — when iterating a file library result (e.g. from ListFolder or GetFilesV2), use curly-brace property names to access SharePoint's built-in file metadata. These are different from list field names:

@item()?['{Name}']                  — filename without path (e.g. "report.csv")
@item()?['{FilenameWithExtension}'] — same as {Name} in most connectors
@item()?['{Identifier}']            — internal file ID for use in UpdateFile/DeleteFile
@item()?['{FullPath}']              — full server-relative path
@item()?['{IsFolder}']             — boolean, true for folder entries

---

SharePoint — GetItemChanges Column Gate

When a SharePoint "item modified" trigger fires, it doesn't tell you WHICH column changed. Use GetItemChanges to get per-column change flags, then gate downstream logic on specific columns:

"Get_Changes": {
  "type": "OpenApiConnection",
  "runAfter": {},
  "inputs": {
    "host": {
      "apiId": "/providers/Microsoft.PowerApps/apis/shared_sharepointonline",
      "connectionName": "<connectionName>",
      "operationId": "GetItemChanges"
    },
    "parameters": {
      "dataset": "https://mytenant.sharepoint.com/sites/mysite",
      "table": "<list-guid>",
      "id": "@triggerBody()?['ID']",
      "since": "@triggerBody()?['Modified']",
      "includeDrafts": false
    }
  }
}

Gate on a specific column:

"expression": {
  "and": [{
    "equals": [
      "@body('Get_Changes')?['Column']?['hasChanged']",
      true
    ]
  }]
}

New-item detection: On the very first modification (version 1.0), GetItemChanges may report no prior version. Check @equals(triggerBody()?['OData__UIVersionString'], '1.0') to detect newly created items and skip change-gate logic for those.

---

SharePoint — REST MERGE via HttpRequest

For cross-list updates or advanced operations not supported by the standard Update Item connector (e.g., updating a list in a different site), use the SharePoint REST API via the HttpRequest operation:

"Update_Cross_List_Item": {
  "type": "OpenApiConnection",
  "runAfter": {},
  "inputs": {
    "host": {
      "apiId": "/providers/Microsoft.PowerApps/apis/shared_sharepointonline",
      "connectionName": "<connectionName>",
      "operationId": "HttpRequest"
    },
    "parameters": {
      "dataset": "https://mytenant.sharepoint.com/sites/target-site",
      "parameters/method": "POST",
      "parameters/uri": "/_api/web/lists(guid'<list-guid>')/items(@{variables('ItemId')})",
      "parameters/headers": {
        "Accept": "application/json;odata=nometadata",
        "Content-Type": "application/json;odata=nometadata",
        "X-HTTP-Method": "MERGE",
        "IF-MATCH": "*"
      },
      "parameters/body": "{ \"Title\": \"@{variables('NewTitle')}\", \"Status\": \"@{variables('NewStatus')}\" }"
    }
  }
}

Key headers:

• X-HTTP-Method: MERGE — tells SharePoint to do a partial update (PATCH semantics)
• IF-MATCH: * — overwrites regardless of current ETag (no conflict check)

The HttpRequest operation reuses the existing SharePoint connection — no extra authentication needed. Use this when the standard Update Item connector can't reach the target list (different site collection, or you need raw REST control).

---

SharePoint — File as JSON Database (Read + Parse)

Use a SharePoint document library JSON file as a queryable "database" of last-known-state records. A separate process (e.g., Power BI dataflow) maintains the file; the flow downloads and filters it for before/after comparisons.

"Get_File": {
  "type": "OpenApiConnection",
  "runAfter": {},
  "inputs": {
    "host": {
      "apiId": "/providers/Microsoft.PowerApps/apis/shared_sharepointonline",
      "connectionName": "<connectionName>",
      "operationId": "GetFileContent"
    },
    "parameters": {
      "dataset": "https://mytenant.sharepoint.com/sites/mysite",
      "id": "%252fShared%2bDocuments%252fdata.json",
      "inferContentType": false
    }
  }
},
"Parse_JSON_File": {
  "type": "Compose",
  "runAfter": { "Get_File": ["Succeeded"] },
  "inputs": "@json(decodeBase64(body('Get_File')?['$content']))"
},
"Find_Record": {
  "type": "Query",
  "runAfter": { "Parse_JSON_File": ["Succeeded"] },
  "inputs": {
    "from": "@outputs('Parse_JSON_File')",
    "where": "@equals(item()?['id'], variables('RecordId'))"
  }
}

Decode chain: GetFileContent returns base64-encoded content in body(...)?['$content']. Apply decodeBase64() then json() to get a usable array. Filter Array then acts as a WHERE clause.

When to use: When you need a lightweight "before" snapshot to detect field changes from a webhook payload (the "after" state). Simpler than maintaining a full SharePoint list mirror — works well for up to ~10K records.

File path encoding: In the id parameter, SharePoint URL-encodes paths twice. Spaces become %2b (plus sign), slashes become %252f.

---

Outlook

Outlook — Send Email

"Send_Email": {
  "type": "OpenApiConnection",
  "runAfter": {},
  "inputs": {
    "host": {
      "apiId": "/providers/Microsoft.PowerApps/apis/shared_office365",
      "connectionName": "<connectionName>",
      "operationId": "SendEmailV2"
    },
    "parameters": {
      "emailMessage/To": "recipient@contoso.com",
      "emailMessage/Subject": "Automated notification",
      "emailMessage/Body": "<p>@{outputs('Compose_Message')}</p>",
      "emailMessage/IsHtml": true
    }
  }
}

---

Outlook — Get Emails (Read Template from Folder)

"Get_Email_Template": {
  "type": "OpenApiConnection",
  "runAfter": {},
  "inputs": {
    "host": {
      "apiId": "/providers/Microsoft.PowerApps/apis/shared_office365",
      "connectionName": "<connectionName>",
      "operationId": "GetEmailsV3"
    },
    "parameters": {
      "folderPath": "Id::<outlook-folder-id>",
      "fetchOnlyUnread": false,
      "includeAttachments": false,
      "top": 1,
      "importance": "Any",
      "fetchOnlyWithAttachment": false,
      "subjectFilter": "My Email Template Subject"
    }
  }
}

Access subject and body:

@first(outputs('Get_Email_Template')?['body/value'])?['subject']
@first(outputs('Get_Email_Template')?['body/value'])?['body']

Outlook-as-CMS pattern: store a template email in a dedicated Outlook folder. Set fetchOnlyUnread: false so the template persists after first use. Non-technical users can update subject and body by editing that email — no flow changes required. Pass subject and body directly into SendEmailV2.

To get a folder ID: in Outlook on the web, right-click the folder → open in new tab — the folder GUID is in the URL. Prefix it with Id:: in folderPath.

---

Teams

Teams — Post Message

"Post_Teams_Message": {
  "type": "OpenApiConnection",
  "runAfter": {},
  "inputs": {
    "host": {
      "apiId": "/providers/Microsoft.PowerApps/apis/shared_teams",
      "connectionName": "<connectionName>",
      "operationId": "PostMessageToConversation"
    },
    "parameters": {
      "poster": "Flow bot",
      "location": "Channel",
      "body/recipient": {
        "groupId": "<team-id>",
        "channelId": "<channel-id>"
      },
      "body/messageBody": "@outputs('Compose_Message')"
    }
  }
}

Variant: Group Chat (1:1 or Multi-Person)

To post to a group chat instead of a channel, use "location": "Group chat" with a thread ID as the recipient:

"Post_To_Group_Chat": {
  "type": "OpenApiConnection",
  "runAfter": {},
  "inputs": {
    "host": {
      "apiId": "/providers/Microsoft.PowerApps/apis/shared_teams",
      "connectionName": "<connectionName>",
      "operationId": "PostMessageToConversation"
    },
    "parameters": {
      "poster": "Flow bot",
      "location": "Group chat",
      "body/recipient": "19:<thread-hash>@thread.v2",
      "body/messageBody": "@outputs('Compose_Message')"
    }
  }
}

For 1:1 ("Chat with Flow bot"), use "location": "Chat with Flow bot" and set body/recipient to the user's email address.

Active-user gate: When sending notifications in a loop, check the recipient's Azure AD account is enabled before posting — avoids failed deliveries to departed staff:

"Check_User_Active": {
  "type": "OpenApiConnection",
  "inputs": {
    "host": { "apiId": "/providers/Microsoft.PowerApps/apis/shared_office365users",
              "operationId": "UserProfile_V2" },
    "parameters": { "id": "@{item()?['Email']}" }
  }
}

Then gate: @equals(body('Check_User_Active')?['accountEnabled'], true)

---

Approvals

Split Approval (Create → Wait)

The standard "Start and wait for an approval" is a single blocking action. For more control (e.g., posting the approval link in Teams, or adding a timeout scope), split it into two actions: CreateAnApproval (fire-and-forget) then WaitForAnApproval (webhook pause).

"Create_Approval": {
  "type": "OpenApiConnection",
  "runAfter": {},
  "inputs": {
    "host": {
      "apiId": "/providers/Microsoft.PowerApps/apis/shared_approvals",
      "connectionName": "<connectionName>",
      "operationId": "CreateAnApproval"
    },
    "parameters": {
      "approvalType": "CustomResponse/Result",
      "ApprovalCreationInput/title": "Review: @{variables('ItemTitle')}",
      "ApprovalCreationInput/assignedTo": "approver@contoso.com",
      "ApprovalCreationInput/details": "Please review and select an option.",
      "ApprovalCreationInput/responseOptions": ["Approve", "Reject", "Defer"],
      "ApprovalCreationInput/enableNotifications": true,
      "ApprovalCreationInput/enableReassignment": true
    }
  }
},
"Wait_For_Approval": {
  "type": "OpenApiConnectionWebhook",
  "runAfter": { "Create_Approval": ["Succeeded"] },
  "inputs": {
    "host": {
      "apiId": "/providers/Microsoft.PowerApps/apis/shared_approvals",
      "connectionName": "<connectionName>",
      "operationId": "WaitForAnApproval"
    },
    "parameters": {
      "approvalName": "@body('Create_Approval')?['name']"
    }
  }
}

approvalType options:

• "Approve/Reject - First to respond" — binary, first responder wins
• "Approve/Reject - Everyone must approve" — requires all assignees
• "CustomResponse/Result" — define your own response buttons

After Wait_For_Approval, read the outcome:

@body('Wait_For_Approval')?['outcome']          → "Approve", "Reject", or custom
@body('Wait_For_Approval')?['responses'][0]?['responder']?['displayName']
@body('Wait_For_Approval')?['responses'][0]?['comments']

The split pattern lets you insert actions between create and wait — e.g., posting the approval link to Teams, starting a timeout scope, or logging the pending approval to a tracking list.