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Rename Multiple PDF files using AI Builder

Hi all,

 

I built an AI model to read pdf invoices that works well, and now I am trying to build a flow that will automatically rename multiple pdf invoice files based on the content written on the invoices. The format of the file name needs to be

"Purchase Order Number_Invoice Number_Vendor Name". For example, I might receive 2 pdf invoices with the file names

"Invoice 22.pdf" and "Invoice 35.pdf" from Vendor: "Cool Shoe Supply". Referenced on the invoices is Purchase Order number: "456" and "469", Invoice number: "22" and "35". My goal is for the flow to utilize my AI model to read the invoices and rename the pdf files to "456_22_Cool Shoe Supply" and "469_35_Cool Shoe Supply". Also, I am wondering if this can be done from a file folder on my OneDrive and/or files on my PC Documents or if this has to be set up with SharePoint?

 

Thanks for your help!

2 ACCEPTED SOLUTIONS

Accepted Solutions
hamittal-MSFT
Community Support
Community Support

I would personally recommend using SharePoint. However, it doesn't really make a difference. The experience is seamless.

You can create a flow that runs every time a file is added in the library.

 

Run the AI model to extract data from the file. Here is how to do so: https://docs.microsoft.com/en-us/ai-builder/form-processing-model-overview

 

Then based on the name, you can use the Update File Properties/Update File action.

 

This is what your flow will look like:

 

hamittal-MSFT_0-1612168370545.png

 

However, it won't be possible to update multiple existing files in a particular path in a batch. My recommendation would be to upload them on this library and then Power Automate will take care of the rest.

 

Additional info: https://docs.microsoft.com/en-us/ai-builder/form-processing-model-in-flow

View solution in original post

JoeF-MSFT
Power Apps
Power Apps

This is an interesting scenario!

 

To add to what has been shared by @hamittal-MSFT, here's how it can be done with OneDrive as well:

2021-02-01_10-10-46.png

 

Hope this helps!

View solution in original post

11 REPLIES 11
hamittal-MSFT
Community Support
Community Support

I would personally recommend using SharePoint. However, it doesn't really make a difference. The experience is seamless.

You can create a flow that runs every time a file is added in the library.

 

Run the AI model to extract data from the file. Here is how to do so: https://docs.microsoft.com/en-us/ai-builder/form-processing-model-overview

 

Then based on the name, you can use the Update File Properties/Update File action.

 

This is what your flow will look like:

 

hamittal-MSFT_0-1612168370545.png

 

However, it won't be possible to update multiple existing files in a particular path in a batch. My recommendation would be to upload them on this library and then Power Automate will take care of the rest.

 

Additional info: https://docs.microsoft.com/en-us/ai-builder/form-processing-model-in-flow

JoeF-MSFT
Power Apps
Power Apps

This is an interesting scenario!

 

To add to what has been shared by @hamittal-MSFT, here's how it can be done with OneDrive as well:

2021-02-01_10-10-46.png

 

Hope this helps!

Wow, it works!! @JoeF-MSFT Thanks so much for your guidance! This will literally save me hours each week.

Also, thank you for showing the expanded trigger and action windows so I could see which Dynamic Content options to use. The other solution would have taken me a long time to figure out because the trigger and action windows are not expanded and I am just beginning my learning with Power Automate. 

 

Thanks for sharing the links @hamittal-MSFT. I will definitely look through to make further improvements.

 

Anonymous
Not applicable

Good Day Hamittal,

 

I wonder if you could possibly help me.   I am trying to rename the file with the results following AI Process of a file which was created in a folder.  But getting the following error....  What am I doing wrong. . .

 

Error Results:

angelican_0-1619770258354.png

 

Flow steps:

angelican_1-1619770332584.png

 

Details captured in "Update file properties:

angelican_2-1619770370974.png

 

Hoping for any guidance.  Thank you 🙂

 

JoeF-MSFT
Power Apps
Power Apps

Hi @Anonymous,

 

Unfortunately there is not an action today in the SharePoint connector to rename a file. But what you can do is to copy the file with the new name and delete the original file. Here is an example on how to do it:

JoeF-MSFT_0-1619773096777.png


Important! Creating a new file on the same location will re-trigger this flow again. Some make sure that the renamed file doesn't have 'invoice' in its title to avoid an infinite trigger loop. 🙂

Hope this helps!

Anonymous
Not applicable

Hi Jeof, 

 

This worked perfectly.  Thank you.

Hello everyone

 

I wonder how this flow is able to run. I'm trying to replicate it but in the step "Update file properties", the system requires me an identifier for the file, but I'm not able to find it.

 

Best regards

Hello @GuillermoVidal ,

 

You will find 2 flows that may help you to rename Files in SharePoint and in OneDrive that you can import and test to your environment.

Renaming files in SharePoint after extracting a field with document processing/invoice processing 
Renaming files in OneDrive after extracting a field with document processing/invoice processing 

 

Hope it helps!

I am trying to build a flow that will automatically rename pdf based on document data including a date. The date format in the document to extract is mm/dd/yyyy. I need to use that date in the new file name, however  “/“ is invalid name. Is there a way to reformat the date to mm-dd-yyyy or YYYY_MM_DD prior to renaming? Thanks!

You can use the replace( ) expression on any string, & in this case replace any ‘/‘ with ‘-‘

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