cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
MichaelGSP
Helper I
Helper I

Copy all files from one Master folder to multiple other folders every week

Hi there,

 

I have a, let's call it, Master folder /xxx/Master

And in the same OfB I have multiple subfolders

/xxx/folder/FolderA 

/xxx/folder/FolderB

etc.

 

During the week, files get added, changed, deleted. Every Sunday morning at 4am I want all the files in the subfolders match exactly those in the Masterfolder.

 

My thought was, to delete all the files in the subfolders and copy the files from Master to the subs. But I got stuck.

 

Maybe there even is a better approach. 

 

Any help is appreciated. Thank you

 

Michael

18 REPLIES 18
MattWeston365
Memorable Member
Memorable Member

Hi @MichaelGSP how far have you got with your Flow so far? If you use the Create File action and it has the same name as a file which exists, it will simply overwrite the existing file giving you a new version.

 

If you can post what you already have then I can help to guide you to what you want to do 🙂

 

Matt

Hi @MattWeston365, thank you for the response!

 

It isn't really a lot I can show to you. I somehow miss the logic behind the flows. The screenshot shows my latest try (I already deleted the other ones).

 

Bildschirmfoto 2019-04-23 um 15.19.27.png

(Datei erstellen = Create File; Inhalt = Content)

 

I tried different options:

1. Trigger via Time every week

2. Trigger via manual Button

3. and now this one: Trigger via created file (though this misses when a file is changed)

 

1. would be prefered. But with none of those solutions I could handle it, to get rid of deleted files. Plus, I didn't know, that existing files will just be overwritten. Thanks for that informartion!

 

And as I said, my try to "delete and copy" may not be the best. If there is a way to mirror the Master folder, or something completle else, would be great as well.

 

At the end I need:

 

1. at least once a week, everything that is in Master to be the same in the subfolders

 

2. and in the subfolders that are still to come. (I did not ask for this first, because I cannot image how this could work, but maybe there is a way to even include future subfolders, without changing the flow everytime; i.e. I could name all the subfolders the same xxx/FolderA/subfolder ; xxx/FolderB/subfolder etc. and search for "subfolder" to apply the flow to any folder with this name; not knowing if this is a silly thought)

Again, I am really happy if #1 works; #2 would just be a great add on!

 

Thanks for any help!

Hi @MichaelGSP give this Flow a go...

 

Step 1 - Get the data I need

 

  • TRIGGER - RECURRENCE: Start with a recurrence trigger so that you can define when your Flow is going to run. This can be configured to run on a per second, minute, day etc basis, so configure this as you see fit. In my example I've configured it to run each day at 0100. Always check the Advanced Options for this trigger as that will give you more control over some of the scheduling.
  • ACTION - ONEDRIVE Get Files: Get the files from my master folder so that I have got the list for later in my Flow.
  • ACTION - ONEDRIVE Get Files: This time I'm going to get the contents of the folder which contains my master and subfolders. Folders are also returned using this action, and I can do a simple condition later to ensure I'm working with the right objects. 

Step 1.PNG

 

Step 2 - Iterate through the folders in the parent

In this step I'm going to loop through all of the items that were found within the parent folder, and decide which ones I'm going to copy my content to. This is so I can add additional folders if I want to and I won't have to change my Flow (requirement 2 🙂)

  • CONTROL - APPLY TO EACH: For each item that was found in the "List files in PARENT folder" action, I want to loop through to process them.
  • CONTROL - CONDITION: As we loop through I want to check that the object returned is a Folder. For this I'm going to check if "Is Folder?" is true. I'm also going to ensure that I'm not going to copy into my MASTER folder by adding a second condition to ignore anything where the display name does not contain "master".

Step 2.PNG

 

Step 3 - Iterate through the contents of MASTER

If the condition from Step 2 is true then I'm going to iterate through and copy each item into the destination folder.

 

  • CONTROL - APPLY TO EACH: For each item which was found in the "List files in MASTER folder" action (right back at the start)
  • ACTION - ONE DRIVE Copy File (preview): For each file that we have found in Master, we're going to copy it our sub folder.
    • File: The ID of the file from "List files in MASTER folder"
    • Destination File Path: The PATH from "List files in PARENT folder", then add a forward slash to indicate the directory change, then the NAME from "List files in MASTER folder"
    • Overwrite - Yes

Step 3.PNG

The one additional config item that I've used for both loops is to turn on concurrency so that I can try to parallel process as much as possible. I've clicked on the ellipsis (...) on the loop and selected Settings. Concurrency control is off by default, so I've enabled it for both and left it at the default of 20.

 

Try that, if you have any issues please shout and I'll be happy to assist you further.

Hi @MichaelGSP ,

 

Do you want to copy files from master folder to subfolders?

 

Do these subfolders contain the same files? I mean all the files from the master folder will be just copied to different subfolders without any differences?

 

Please share more details on your scenario.

 

Best regards,

Mabel

 

Community Support Team _ Mabel Mao
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.


@v-yamao-msft wrote:

Do you want to copy files from master folder to subfolders?

 

Do these subfolders contain the same files? I mean all the files from the master folder will be just copied to different subfolders without any differences?


Yes and Yes!

 

Goal: Every subfolder contains exact the same as master. Even if I delete something in Master, I want it deleted in the subfolders

 

Structure right:

 

.../folder/MASTER

.../folder/folderX/folderA/SUBFOLDER

.../folder/folderX/folderB/SUBFOLDER

.../folder/folderX/folderC/SUBFOLDER

..........

Hi @MichaelGSP I thought I'd replied to this last night, but for some reason my post isn't here. Ah well, I'll post again 🙂

 

Everything you want is possible, and here's how.

 

I've started with a recurrence trigger so that I can define when my Flow runs, e.g. it may run at 0100 each day. Feel free to change this to whatever schedule you want.

 

The next two actions are both "List files in folder" actions. The first one is going to get all of the files from my master folder, and will be used later on.

 

The second is going to get all files from the parent folder. The reason I'm doing this, is because Folders are returned with this action so I can loop through my folders and copy into each one I find. This will satisfy your requirement that if you add additional folders, this will still work without having to re-engineer your Flow.

 

Step 1.PNG

 

Once I have got my list of items in the parent folder, I'm going to iterate through and check to see if it's something I need to work with. For this, I'm going to use the "is folder" property to ensure that I'm only working with folders. The second is the name, so I'm filtering out any folders which have "Master" in the name.

Step 2.PNG

 

If it's a folder, and it's one of the subfolders that I want to copy into, then I can start the process of copying. Again I'm going to use a loop, this time looping through the list of files which I got from "List files in MASTER folder".

The destination path attribute in the copy action uses the "Path" dynamic content from "List files in parent folder", and Name from "list files in Master folder".

Step 3.PNG

So by doing this, you'll be able to copy all of the content from your master folder into any number of subfolders.

 

The only other configuratin I've done, is on the loops I've enabled concurrency so that I can have multiple threads running at the same time. I've done this on both loops as I can process multiple folders at the same time, and multiple files at the same time.

 

I hope that helps, please shout if you need anything else 🙂

 

Matt

@MattWeston365 

Thank you so much! It works perfectly with the subfolder put directly in the folder I pull the list from.

 

1. But, once there is another folder "in between" the conditions says "fales" and its not working.

What am I missing?

 

Bildschirmfoto 2019-04-24 um 12.28.11.png

 

Bildschirmfoto 2019-04-24 um 12.28.25.png

!!Instead of exluding "Master" I included "Subfolder"!!

!!Instead of pull the list from roor I pulled from the parent folder that is on the same level as Master put has serval subfolders in it!!

- The rest is, even though its in German, what you explained

 

 

This is the folder structure:

 

Bildschirmfoto 2019-04-24 um 12.41.54.png

 

Bildschirmfoto 2019-04-24 um 12.41.38.png

 

Bildschirmfoto 2019-04-24 um 12.41.26.png

 

2. And one more thing: It adds the master files to the subfolders, but if I delete something in the Master it stays in the subfolder.

Hi @MichaelGSP 

 

I've changed my folder structure to try to mimic yours, so it now looks like this:

Folders.PNG

I've made the change to my "List files in PARENT folder" action, by changing the parent folder to be Testsubfolder

 

Flow1.PNG

This will then copy the files from MASTER to Subfolder1 - 3 in my Testsubfolder directory.

 

 

I've added an additional step in to remove all files from these folders before the news ones are copied in, that will ensure you won't have any left behind from the previous run. It will use the "List files in subfolder" action with the folder being set to ID from "List files in PARENT folder".

 

I will then use the Delete file action for each file returned using the ID as the identifier.

 

DeleteFIles.PNG

1. Thanks again @MattWeston365  the delelte function works great! (when I say it works, I tested it in a flat structrue, not with the structrue mentioned below)

 

2. I am sorry if I was not clear enough with the folder structure and folder names. I hope this screenshot explains it better

 

 

Bildschirmfoto 2019-04-24 um 14.37.49.png

 

The master data should be copied to the green marked Subfolders. So the "Subfolders" are not in one place, but under different folders.

With "List data/folder Parent" I only get the first child level scanned, but I'd need to access the folders one level deeper.

 

Is there a solution for that?

Hope this makes sense!!!

Hi @MichaelGSP , are the subfolders named in green always the same name?


@MattWeston365 wrote:

Hi @MichaelGSP , are the subfolders named in green always the same name?


Not right now, but I can do that if it helps. Though if not necessary, that'd be great.

Hi @MichaelGSP naming your subfolders in the same way will get you to your goal much quicker, you just need to include the name of the subfolder in the copy file action.

 

Your Destination file path will be <path>/subfolder/<name>

 

To be honest if you want to keep going down the levels you could keep nesting loops for each level of subfolder, but now things are starting to get a little bit messy. I'm just going to test an alternative method for you which give you a much cleaner Flow, and you can then make a choice between the options.

Thank you so much so far!!! This was alread a great help @MattWeston365 

 

But now I figured out, with "List files" you only get a max of 20 files -.-

 

We have 100 and growing. Is there a way to get more files included?

Hi @MichaelGSP the pagination on the List Files in Folder OneDrive action defaults to 20, and for some reason seems to ignore me if I tell it to increase the pagination.

 

I'm sure I'll get told off for this 🙂 but I've changed my approach to use the SharePoint actions instead (OneDrive is a SharePoint site after all). I'm just running through the test at the moment and it seems to be working. I'll post the solution as soon as I'm on the train on my way home.

 

If you have found this post useful, please give it a thumbs up. If it has answered your question, please accept it as the solution so others can benefit.

@MattWeston365

Hi @MichaelGSP this has worked:

 

Change 1: Replace the List Files in Folder action for the MASTER folder with the SharePoint action: List Folder

Configure the Site to the be the URL to your OneDrive site and select your Master folder in the identifier:

 

 

Change 2: Replace the OneDrive copy files with the SharePoint copy file action. Configure the Current Site address and Destination site address to use your OneDrive url. THe file to Copy is the ID which is returned from the SharePoint List Folder action.

 

GetFiles.PNG

 

The only real complexity comes with the Destination Folder as we need to determine that from the List Files in Parent folder by using an expression:

split(items('Apply_to_each_item_in_PARENT_folder')?['Path'],':')[1]

 

Effectively I'm going to split the folder path which is returned from OneDrive as it contains additional information about the OneDrive site beyond the basic URL. Luckily the string is split by a colon : so I can cut the string in half and just take the second half of it to use.

 

CopyFiles.PNG

 

 

Thank you @MattWeston365 !

 

I am sorry for the late reply. I probably can't implement it before next week. But I surley let you know once I did!

@MattWeston365  after it took me way longer (as you see) than expecte, to come back to this problem, I tried to implement your latest support. But somehow I am not able to make it work proberly. 

 

So I decieded to use everything you helped me with so far and have every subfolder created seperately in the flow. Which is more hands on, but at least, it does, what it should do.

 

(only it shows me an error everyday: Flow not completed; but it is, so I leave it for now).

 

Once I can come back to this project, I'll give your latest post a try and let you know, once I made it work on my site.

 

Thank you so much for all the help in this!!!

No problems @MichaelGSP let me know when you want to revisit it. I sometimes find it easier to hold a Teams meeting so that we can screenshare and can then collaboratively work out the resolution. The option is there when you want it

Helpful resources

Announcements

Update! June 13th, Community Ambassador Call for User Group Leaders and Super Users

Calling all Super Users & User Group Leaders   UPDATE:  We just wrapped up June's Community Ambassador monthly calls for Super Users and User Group Leaders. We had a fantastic call with lots of engagement. We are excited to share some highlights with you!    Big THANK YOU to our special guest Thomas Verhasselt, from the Copilot Studio Product Team for sharing how to use Power Platform Templates to achieve next generation growth.     A few key takeaways: Copilot Studio Cookbook Challenge:  Week 1 results are posted, Keep up the great work!Summer of Solutions:  Starting on Monday, June 17th. Just by providing solutions in the community, you can be entered to win tickets to Power Platform Community Conference.Super User Season 2: Coming SoonAll communities moving to the new platform end of July We also honored two different community members during the call, Mohamed Amine Mahmoudi and Markus Franz! We are thankful for both leaders' contributions and engagement with their respective communities. 🎉   Be sure to mark your calendars and register for the meeting on July 11th and stay up to date on all of the changes that are coming. Check out the Super User Forum boards for details.   We're excited to connect with you and continue building a stronger community together.   See you at the call!

Copilot Cookbook Challenge | Week 2 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 1. Copilot Studio Cookbook Gallery:  https://aka.ms/CS_Copilot_Cookbook_Challenge 2. Power Apps Copilot Cookbook Gallery: https://aka.ms/PA_Copilot_Cookbook_Challenge   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: https://aka.ms/Copilot_Challenge_EarlyBirds if you would like to be entered in the challenge.   Week 1 Results:  Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  @Dhanush 2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a   Week 2 Results:  Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Kasun_Pathirana1. ManishSolanki2. cloudatica2. madlad3. n/a3. SpongYe4. n/a4. n/a5. n/a5. n/a

Win free tickets to the Power Platform Conference | Summer of Solutions

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**

Celebrating the June Super User of the Month: Markus Franz

Markus Franz is a phenomenal contributor to the Power Apps Community. Super Users like Markus inspire others through their example, encouragement, and active participation.    The Why: "I do this to help others achieve what they are trying to do. As a total beginner back then without IT background I know how overwhelming things can be, so I decided to jump in and help others. I also do this to keep progressing and learning myself." Thank you, Markus Franz, for your outstanding work! Keep inspiring others and making a difference in the community! 🎉  Keep up the fantastic work! 👏👏 Markus Franz | LinkedIn  Power Apps: mmbr1606  

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form https://aka.ms/PPCCGotPowerSignup by July 12th with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

Tuesday Tip | Accepting Solutions

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   To enhance our collaborative environment, it's important to acknowledge when your question has been answered satisfactorily. Here's a quick guide on how to accept a solution to your questions: Find the Helpful Reply: Navigate to the reply that has effectively answered your question.Accept as Solution: Look for the "Accept as Solution" button or link, usually located at the bottom of the reply.Confirm Your Selection: Clicking this button may prompt you for confirmation. Go ahead and confirm that this is indeed the solution.Acknowledgment: Once accepted, the reply will be highlighted, and the original post will be marked as "Solved". This helps other community members find the same solution quickly. By marking a reply as an accepted solution, you not only thank the person who helped you but also make it easier for others with similar questions to find answers. Let's continue to support each other by recognizing helpful contributions. 

Users online (2,342)