cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Anonymous
Not applicable

How Can I Create Folders And Sub Folders In SharePoint Library Using Power Automate

Hello, 

 

Hope you're well 🙂

 

I would like to know how I can use power automate to create folders and subfolders in the SharePoint library.

 

below is my document library in SharePoint

anzy91_0-1642061690477.png

 

I want to add subfolders to each folder in the document library automatically.

anzy91_1-1642061802133.png

 

 Could I please know what is the best way to do this using power automate?

 

 

30 REPLIES 30
Expiscornovus
Multi Super User
Multi Super User

Hi @Anonymous,

 

Do you want to create these folders only one time. Or is this something you want to schedule?

 

For the first scenario you could use a setup like below.

This setup uses an array for all the subfolders. It also retrieves the current folders in the first level. It loops through those folders and creates the 5 sub folders per folder item found in the root of the library.

 

However, it doesn't check if the subfolders already exist. So, this setup would only support a one-time creation scenario.

 

createsubfolders.png

 

1. Add initialize variable action of type array, call it SubFolders. Use the array below as a value.

 

 

 

[{
    "SubFolder": "1. NDA"
  },
  {
    "SubFolder": "2. Contract Documents"
  },
  {
    "SubFolder": "3. Due Diligence"
  },
  {
    "SubFolder": "4. Emails"
  },
  {
    "SubFolder": "5. Purchase Orders"
  }]

 

 

 

subfolders_array.png

 

2. Add a get files (properties only) action. Make sure you select No to not include nested items.

 

3. Add a Filter Array action. Use the value of the previous action. Make sure you filter on IsFolder eq true. Otherwise the flow will also use documents in the loop.

 

getfilesonly.png

 

4. Add an apply to each action. Use the body of the Filter Array action.

 

5. Add another apply to each action within the first apply to each. Use the SubFolders array.

 

6. Add a Create New Folder action.

 

Use the following expression for the Folder Path field:

 

 

concat(items('Apply_to_each')?['{Name}'], '/', item()['SubFolder'])

 

 

 

applytoeachnested.png

 



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #PowerVirtualAgents content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


Anonymous
Not applicable

@Expiscornovus Thank you for your reply I appreciate it :). I will get back to you once I give it try. 

Anonymous
Not applicable

@Expiscornovus To start the flow process do I use:

anzy91_0-1642071798025.png

 

Expiscornovus
Multi Super User
Multi Super User

Hi @Anonymous,

 

Sorry, I cropped my first screenshot by accident 😁

 

I used the Manually trigger a flow action. That is the easiest action if you only want to run it once.

 

manuallytriggerflow.png

 

 



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #PowerVirtualAgents content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


Anonymous
Not applicable

@Expiscornovus I'll give it a try

Anonymous
Not applicable

@Expiscornovus I got it working now 🙂 Thank you for your help 

anzy91_2-1642087654027.png

 

anzy91_0-1642087203611.pnganzy91_1-1642087227665.png

 

what is the process of getting it scheduled?

 

Is there a way to check if subfolders already exist in the document library?

 

Kind regards,

Anees

Anonymous
Not applicable

@Expiscornovus 

Hey hope you're well 🙂

what is the process for automating the flow instead of using the manual trigger?

Expiscornovus
Multi Super User
Multi Super User

Hi @Anonymous,

 

Instead of the manually trigger a flow action you could use a recurrence trigger action and define a schedule.

 

recurrence.png

 

For the check part of your question I would use a mechanism to retrieve the folder just before the create folder action in the loop.

 

With a condition you could check if the output is empty. If that is the case you could put the Create folder action within the if Yes.



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #PowerVirtualAgents content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


Anonymous
Not applicable

@Expiscornovus thank you for your reply 🙂

Do you have an example that I can see or follow.

Expiscornovus
Multi Super User
Multi Super User

Hi @Anonymous,

 

Yes, sure. I can share an example about that. See below.

 

1. First of all I would use a filter query to match your recurrence action. Let's say you configure it to run the flow once a week. I would filter the Get files so it only retrieves folders which have been created in the past 7 days.

 

Created ge '@{formatdatetime(addDays(utcNow(), -7), 'o')}'

 

filterquery_created.png

2. In the apply to each I would add a Get folder metadata using path action. Put the name of the name of the library in the value and use the same concat function we use in the Create folder action.

LibraryCreateSubFolders/@{concat(items('Apply_to_each')?['{Name}'], '/', item()['SubFolder'])}

 

3. Add a condition action. In the settings of action make sure it also runs when the previous action has failed. Use the configure run after setting for that.

 

4. In the condition check if the message is not empty and that the message starts with Folder not found.

 

5. Add the Create new folder to If Yes.

 

 

checkfolders.png



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #PowerVirtualAgents content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


Anonymous
Not applicable

@Expiscornovus Thank you :). I will have a go trying out the process. 

Good morning, this setup is something I need, but I need extend the setup with the specific Channel or folder name. So A would have Folder 1, 2, 3 and B should have something like 5, 6, 7. So I need to check the name of the base folder A and on that basis I need to add folders. Can we think of a working process for that. I need to create 6 unique channels and consequently 6 various folders in there. 

Anonymous
Not applicable

Thank you for this It has been a great help. I was wondering if it is possible in the variable to create folders inside the subfolders. This is what I need to create. 

 

1. Sales\
1. Sales\1. Agreements\
1. Sales\1. Agreements\Final Agreements
1. Sales\1. Agreements\_WIP
1. Sales\2. Correspondence
1. Sales\3. Proposals
2. Service\
2. Service\1. Environment\
2. Service\1. Environment\1. Network Diagrams
2. Service\1. Environment\2. Site Photos
2. Service\1. Environment\3. Device Setup Processes
2. Service\2. Reports\
2. Service\2. Reports\1. Monthly Service Reports
2. Service\2. Reports\2. QBR Reports

 

Is this possible?

Thank you sharing this! Question: What if I want to create a folder within one of the subfolders created above? Where should I make the changes to the flow? Thanks in advance. 

Expiscornovus
Multi Super User
Multi Super User

Hi @Arunan08,

 

It should be possible to add to add this as an item to the SubFolders array in the beginning of the flow.

 

[{
    "SubFolder": "1. NDA"
  },
  {
    "SubFolder": "2. Contract Documents"
  },
  {
    "SubFolder": "3. Due Diligence"
  },
  {
    "SubFolder": "4. Emails"
  },
  {
    "SubFolder": "5. Purchase Orders"
  },
  {
    "SubFolder": "5. Purchase Orders/Archive"
  }]

 



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #PowerVirtualAgents content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


It worked! Thank you so much.

@Expiscornovus Thanks for sharing your knowledge. I got the first sub folders created, but I am trying to create sub folders in 2 of the previously created sub folders e.g (1. NDA, 2. Contract Documents). Please how can I do this ?

Please how did you do this? what did he mean by "

It should be possible to add to add this as an item to the SubFolders array in the beginning of the flow.

"

The box highlighted in red is a subfolder within the "Proposal" folder.

 

 

 

Screenshot (763).png 

Helpful resources

Announcements

Announcing the MPPC's Got Power Talent Show at #MPPC23

Are you attending the Microsoft Power Platform Conference 2023 in Las Vegas? If so, we invite you to join us for the MPPC's Got Power Talent Show!      Our talent show is more than a show—it's a grand celebration of connection, inspiration, and shared journeys. Through stories, skills, and collective experiences, we come together to uplift, inspire, and revel in the magic of our community's diverse talents. This year, our talent event promises to be an unforgettable experience, echoing louder and brighter than anything you've seen before.    We're casting a wider net with three captivating categories:  Demo Technical Solutions: Show us your Power Platform innovations, be it apps, flows, chatbots, websites or dashboards... Storytelling: Share tales of your journey with Power Platform. Hidden Talents: Unveil your creative side—be it dancing, singing, rapping, poetry, or comedy. Let your talent shine!    Got That Special Spark? A Story That Demands to Be Heard? Your moment is now!  Sign up to Showcase Your Brilliance: https://aka.ms/MPPCGotPowerSignUp  Deadline for submissions: Thursday, Sept 28th    How It Works:  Submit this form to sign up: https://aka.ms/MPPCGotPowerSignUp  We'll contact you if you're selected. Get ready to be onstage!  The Spotlight is Yours: Each participant has 3-5 minutes to shine, with insightful commentary from our panel of judges. We’re not just giving you a stage; we’re handing you the platform to make your mark.     Be the Story We Tell: Your talents and narratives will not just entertain but inspire, serving as the bedrock for our community’s future stories and successes.    Celebration, Surprises, and Connections: As the curtain falls, the excitement continues! Await surprise awards and seize the chance to mingle with industry experts, Microsoft Power Platform leaders, and community luminaries. It's not just a show; it's an opportunity to forge connections and celebrate shared successes.    Event Details:  Date and Time: Wed Oct 4th, 6:30-9:00PM   Location: MPPC23 at the MGM Grand, Las Vegas, NV, USA  

September User Group Success Story: Reading Dynamics 365 & Power Platform User Group

The Reading Dynamics 365 and Power Platform User Group is a community-driven initiative that started in September 2022. It has quickly earned recognition for its enthusiastic leadership and resilience in the face of challenges. With a focus on promoting learning and networking among professionals in the Dynamics 365 and Power Platform ecosystem, the group has grown steadily and gained a reputation for its commitment to its members!   The group, which had its inaugural event in January 2023 at the Microsoft UK Headquarters in Reading, has since organized three successful gatherings, including a recent social lunch. They maintain a regular schedule of four events per year, each attended by an average of 20-25 enthusiastic participants who enjoy engaging talks and, of course, pizza.   The Reading User Group's presence is primarily spread through LinkedIn and Meetup, with the support of the wider community. This thriving community is managed by a dedicated team consisting of Fraser Dear, Tim Leung, and Andrew Bibby, who serves as the main point of contact for the UK Dynamics 365 and Power Platform User Groups.   Andrew Bibby, an active figure in the Dynamics 365 and Power Platform community, nominated this group due to his admiration for the Reading UK User Group's efforts. He emphasized their remarkable enthusiasm and success in running the group, noting that they navigated challenges such as finding venues with resilience and smiles on their faces. Despite being a relatively new group with 20-30 members, they have managed to achieve high attendance at their meetings.   The group's journey began when Fraser Dear moved to the Reading area and realized the absence of a user group catering to professionals in the Dynamics 365 and Power Platform space. He reached out to Andrew, who provided valuable guidance and support, allowing the Reading User Group to officially join the UK Dynamics 365 and Power Platform User Groups community.   One of the group's notable achievements was overcoming the challenge of finding a suitable venue. Initially, their "home" was the Microsoft UK HQ in Reading. However, due to office closures, they had to seek a new location with limited time. Fortunately, a connection with Stephanie Stacey from Microsoft led them to Reading College and its Institute of Technology. The college generously offered them event space and support, forging a mutually beneficial partnership where the group promotes the Institute and encourages its members to support the next generation of IT professionals.   With the dedication of its leadership team, the Reading Dynamics 365 and Power Platform User Group is poised to continue growing and thriving! Their story exemplifies the power of community-driven initiatives and the positive impact they can have on professional development and networking in the tech industry. As they move forward with their upcoming events and collaborations with Reading College, the group is likely to remain a valuable resource for professionals in the Reading area and beyond.  

A Celebration of What We've Achieved--And Announcing Our Winners

As the sun sets on the #SummerofSolutions Challenge, it's time to reflect and celebrate! The journey we embarked upon together was not just about providing answers – it was about fostering a sense of community, encouraging collaboration, and unlocking the true potential of the Power Platform tools.   From the initial announcement to the final week's push, the Summer of Solutions Challenge has been a whirlwind of engagement and growth. It was a call to action for every member of our Power Platform community, urging them to contribute their expertise, engage in discussions, and elevate collective knowledge across the community as part of the low-code revolution.   Reflecting on the Impact As the challenge ends, it's essential to reflect on the impact it’s had across our Power Platform communities: Community Resilience: The challenge demonstrated the resilience of our community. Despite geographical distances and diverse backgrounds, we came together to contribute, learn, and collaborate. This resilience is the cornerstone of our collective strength.Diverse Expertise: The solutions shared during the challenge underscore the incredible expertise within our community. From intricate technical insights to creative problem-solving, our members showcased their diverse skill sets, enhancing our community's depth.Shared Learning: Solutions spurred shared learning. They provided opportunities for members to grasp new concepts, expand their horizons, and uncover the Power Platform tools' untapped potential. This learning ripple effect will continue to shape our growth. Empowerment: Solutions empowered community members. They validated their knowledge, boosted their confidence, and highlighted their contributions. Each solution shared was a step towards personal and communal empowerment. We are proud and thankful as we conclude the Summer of Solutions Challenge. The challenge showed the potential of teamwork, the benefit of knowledge-sharing, and the resilience of our Power Platform community. The solutions offered by each member are more than just answers; they are the expression of our shared commitment to innovation, growth, and progress!     Drum roll, Please... And now, without further ado, it's time to announce the winners who have risen above the rest in the Summer of Solutions Challenge!   These are the top community users and Super Users who have not only earned recognition but have become beacons of inspiration for us all.   Power Apps Community:  Community User Winner: @SpongYe Super User Winner: Pending Acceptance Power Automate Community:  Community User Winner: @trice602 Super User Winner: @Expiscornovus  Power Virtual Agents Community: Community User Winner: Pending AcceptanceSuper User: Pending Acceptance Power Pages Community: Community User Winner: @OOlashyn Super User Winner: @ChristianAbata   We are also pleased to announced two additional tickets that we are awarding to the Overall Top Solution providers in the following communities:    Power Apps: @LaurensM   Power Automate: @ManishSolanki    Thank you for making this challenge a resounding success. Your participation has reaffirmed the strength of our community and the boundless potential that lies within each of us. Let's keep the spirit of collaboration alive as we continue on this incredible journey in Power Platform together.Winners, we will see you in Vegas! Every other amazing solutions superstar, we will see you in the Community!Congratulations, everyone!

September featured user group leader

 Ayonija Shatakshi, a seasoned senior consultant at Improving, Ohio, is a passionate advocate for M365, SharePoint, Power Platform, and Azure, recognizing how they synergize to deliver top-notch solutions. Recently, we asked Ayonija to share her journey as a user group leader, shedding light on her motivations and the benefits she's reaped from her community involvement.      Ayonija embarked on her role as a user group leader in December 2022, driven by a desire to explore how the community leveraged various Power Platform components. When she couldn't find a suitable local group, she decided to create one herself!    Speaking about the impact of the community on her professional and personal growth, Ayonija says, "It's fascinating to witness how everyone navigates the world of Power Platform, dealing with license constraints and keeping up with new features. There's so much to learn from their experiences.:        Her favorite aspect of being a user group leader is the opportunity to network and engage in face-to-face discussions with fellow enthusiasts, fostering deeper connections within the community. Offering advice to budding user group leaders, Ayonija emphasized the importance of communication and consistency, two pillars that sustain any successful community initiative.      When asked why she encourages others to become user group leaders, Ayonija said, "Being part of a user group is one of the best ways to connect with experienced professionals in the same field and glean knowledge from them. If there isn't a local group, consider starting one; you'll soon find like-minded individuals."      Her highlight from the past year as a user group leader was witnessing consistent growth within the group, a testament to the thriving community she has nurtured. Advocating for user group participation, Ayonija stated, "It's the fastest route to learning from the community, gaining insights, and staying updated on industry trends."   Check out her group: Cleveland Power Platform User Group

An MPPC23 Invitation from Charles Lamanna, CVP of Microsoft Business Applications & Platform

Hear from Corporate Vice President for Microsoft Business Applications & Platform, Charles Lamanna, as he looks ahead to the second annual Microsoft Power Platform Conference from October 3rd-5th 2023 at the MGM Grand in Las Vegas.Have you got your tickets yet? Register today at www.powerplatformconf.com  

August new user groups and September user group events

We wanted to take the time to celebrate and welcome the new user groups that have joined our community. Along with that take a look at the event that might be happening near you or virtually.   Please welcome:  Biz Apps Community User Group - Power Platform Community (microsoft.com) This user group is dedicated for all community members of all skill levels to learn how to get the most out of their community experience. East Michigan Power Platform User Group - Power Platform Community (microsoft.com) This is hopefully the beginning of a community, covering eastern Michigan, built around the Power Platform.  Biz Apps Community User Group This user group is dedicated for all community members of all skill levels to learn how to get the most out of their community experience.     Events to checkout:   In-Person: September 2023 Hybrid Philadelphia Dynamics 365 & Power Platform User Group MeetDynamics 365 and Power Platform Physical Meetup Hyderabad Power Platform User Group Meetup - Sept 2023 (In-Person)Manchester September 2023 In Person Meeting Virtual: Everything Dataverse, Do you know that Dataverse is more than just a Database!POWER PLATFORM MONTHLY DIGEST- SEPTEMBERBaltic Summit 2023PL-900 Power Platform Fundamentals TrainingHR and L&D transformation through Power PlatformDynamics 365 Marketing Experience User Groups - Use Cases and NetworkingPower Platform and Dual Write from Dynamics 365 F&O PerspectiveANZ D365 FinOps Team September 2023 meetup

Users online (3,748)