app sharing

[Bluey]

Hi community members, I am hoping to find a solution to my query.

I have built an invoicing app and shared this with one user who has been trialling it for me.  The invoice when saved produces an automated pdf file which is saved in MY Google Drive app folder  in the default folder (files). Problem being when user wants to attach this file to an email, (he is using an android tablet), and selects email from compose email on the detail view of the invoice, it opens to Outlook and the selected email recipient, but he then has to navigate to find the file that is stored on My Drive.

Have I missed something, or is that common practice for files to save in the owners account.  Not sure I am comfortable with users accessing my personal drive folder.

I am interested in hearing from anyone having a solution. I am writing to you from Claremont in Tasmania and it is freezing cold at the moment. Cheers.

[tahiramjad]

Hey, when you make a PDF for a customer, save their email address and send them the PDF automatically using automation.

[AleksiAlkio]

To send an attachment file, you would need to send the PDF through the Automation Bot. With the action, I'm afraid you are not able to attach it automatically.

[Bluey]

Thanks for your reply, I did answer last night from my mobile, but it does not seem to be here. Anyways, the email works as required with no issues, my issue was that in order to send the email the user had to retrieve it from MY Google Drive files folder. As this is a shared version of the app, why does the user need to access my folders. This to me seems to be a privacy issue. Can you advise what you think.  Thank you.

[Bluey]

Thanks for your reply. The email works fine. The issue is accessing the file from my google drive when the app is shared Once the file is selected the email is sent successfully. 👌 

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[AleksiAlkio · Accepted solution]

When you share your app, and the Data > Table definition > Access mode is set as "As app creator", the app user get access to your Google Sheet and its folder ONLY through your app. The app user doesn't have any access to your file or folder directly unless you do that by yourself from Google Drive. For that reason, you need to send the file from the app with the Automation.

[Bluey]

HI, as suggested I have had a go at using automation to attach the pdf invoice.

Question: do I add a step to the existing bot that creates the pdf or add a new bot.

As the pdf needs to be viewed prior to being sent to the client, to check for accuracy of the data input and the layout of the template.  I have designed the template for the pdf to suit the client's needs. So I don't want the email triggered when the invoice is saved.

I can set up the email part with no problems, but when it comes to the attachment part of the bot this is where I get lost.  I assume that when an attachment is used it locates the pdf and attaches that to the email.

attachment template: why do I need a template it should be attaching the already created pdf file? and if it does I would need to use the pdf template already designed. I know how to locate this.

attachment name:  files are saved with the prefix Invoice Number.pdf, as the invoice number changes each time a new invoice is saved - what do I do here?

File Store - default, Folder path - would be the app default folder "files"

Then there is the other attachment - should I be using this and some sort of expression to load the selected pdf file for attachment.

Hope I have explained where my problem is if I am to use the automation to send the email.

 I use a windows 11 laptop, and the user who is trialling this app is using android tablet.

I have searched for an easy to follow tutorial, but nothing seems to be that simple. Any suggestions or solutions are well received and much appreciative of your time in responding. It is all a valuable learning tool.

Cheers

[tahiramjad]

Create a virtual column in the table where automation is created, add the path of your PDF i.e. 

"/Invoices/name.pdf" 📄

When the automation is completed, you can access your PDF through this virtual column. 👀

Once you're satisfied, you can run another automation to attach the file in this virtual column and send it to your required email address. 📧 

[Bluey]

I have an action that allows me to view the pdf file in the app.

I need to know how to attach this to the email created in the bot, as per my previous post.

Cheers