welcome back today i will show you how easily you can build
on the go expense tracking system using sharepoint
list and power automate so stay tuned and let's jump right into the video
i have a expense list in sharepoint so let's see what columns i have in this
list so if i go into list settings we can see what
columns and their type so i have a title which is single line of text
amount column which is a number column and a date which is date and time
category is a choice column so if i click on the category
i can see a few different choices here hotel food travel
so you can add the choices you want this is basically
to just give you an idea of the list in sharepoint you can have
as many columns you want and different type of columns you want the idea is
that when someone trigger a power automatic
flow a person fill this information using power
automate application also attach any expense receipt
with this record so we have a list now let's jump into the power automate and
create our flow if i go to office.com login from
the left menu you should be able to see the power
automate application if you don't see it here
you click on the three ellipses and click on all apps
this is where you will see all the applications available so you can find
the power automate application and click on it now this
takes me to power automate application page from the left menu
i need to click on create now then many different type of workflow you can
create the one i am interested in is instant
workflow this is trigger manually when i want to
upload an expense receipt i can trigger it from the flow
application from my mobile devices for example
so if i click on instant flow now i need to give this
flow a name for example i will call it expense tracking flow
and for the trigger option i will choose manually trigger a flow
once happy click on create now first i need to
go into that trigger and add our fields which i want to capture
in this workflow so if i click on it you can click on add an input
so the first input i want to add is a text column which is a title
so i will type title this is your first input
the next column i want to add is amount which is a number column
i will change the text to amount and third column i want to add
is expense date column i will select date column
i will change the text to expense date and another column i want
is a category column which is a drop down choices
so first i will create a text column and then i can add choices so if i click on
text change the text to category and then
from this right hand side three ellipses if i click on
that i can select add a drop down list of options i
need to select that so the first option i will say hotel
second option food and third option travel okay so i'm done
with that if you have more categories you can add
there as well another field i want is an attachment in terms of files so person
can upload a receipt they can use the camera of their mobile
phone and upload it or take an image from
the photo library and upload it so if i click on file
so this is we'll leave it as file content
now i'm done with this step next up i want is i want to create a record in a
sharepoint list click new step search for create
item so i will select the action create item sharepoint
i need to give a site address so we know this is the training site
and the list name is Expenses i'll select that
now i can provide this information from this manually trigger form
so for the title i will say select title for the amount if i look into that we
have amount expense date and category so we can select this information
dynamically so we select amount for date we have
expense date and for the category value we click on
enter custom value and search for category now
we've done with this step this will just create a record in a
sharepoint list for this expense but it will not
add any attachment and we don't have any options create
item to have an attachment to achieve that we need to add another
action called add attachment so we can attach expense receipt to the
same record so if i click on next step and search for word add attachment now i
can see the first action i can find is add attachment so i select
that again i need to provide a site address
same site list id is going to be expenses and id
so now this is the id when this item get created
it retrieves the id so we can attach the receipt
to the same record we created so i'll select the id
file name i will select file name with extension and the file
content so if i look into the manual trigger workflow
the file content is this field in the form so
we will select that field here file content so
we can actually upload this attachment to this sharepoint list
and we are done basically so if i click on save
now you can see the workflow name is saved and just to remind you workflow
name is expense tracking flow so next thing i'm
going to do is i will log into power automate app from
my mobile device and submit a new expense and upload a
receipt now you can see my mobile screen on the
right if i click on the power automate
application icon now i need to click on the buttons and you
can see the second from the top right is expense tracking flow if i click on
that now it is asking me to put a title i
will say travel expense amount 40 pound and one pence, Expense
date is 29 July and then expense type is
travel if i click on file content i can use my camera
to take the picture of the receipt so if i click on camera
i just took the picture of the receipt and if you think the picture is fine you
can use the photo or you can retake i will
just say use photo we have filled all the information and
we also upload the receipt once you're happy with it you click on
done from the top right corner so i've clicked that now if i navigate
back to the expense tracking flow i can see one flow is completed about 18
seconds ago i click on that so the flow ran
successfully manually triggered the flow it created a record in SharePoint list
and it also adds an attachment to the list
now if i go back to the expenses list i can see the record
is created the travel expense amount date and
category if i click on title i will see the
detail and there is an attachment so if i click on
that the attachment is actually downloading and i've just opened the
attachment file you can see the attachment is
available so to just do a wrap up for today video you have
learned how easily you can build expense tracking system
which you can use to track all your expenses
on the go either you're working for a company or you
just tracking expenses for yourself this is a really easy way to track
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related to this video or anything related to power automate in
general post in the comment section below i review my comments on the daily
basis i will be happy to answer thank you