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mitchelljz
Frequent Visitor

Sharepoint library move file if another file is there

Hello,

 

I recently created a flow using the get attachments from outlook template, which whenever a report is sent to me it will upload the attachment to a folder located in a sharepoint site. 

 

My biggest issue is that I only want the most recent report to show up in the folder. I have set up an archive folder within the current report folder. What I am looking for is to create a flow where when the latest version of this report is added to the folder it will move the older version of this report to the archive folder but I cant quite figure out the flow.

 

Appreciate any help not sure if I was the most clear on this so let me know if any further detail is needed to help.. Thanks!!

1 ACCEPTED SOLUTION

Accepted Solutions
v-LilyW-msft
Community Support
Community Support

Hi @mitchelljz 

Will your report file name change? If file name don't be changed, you can take a try with the screenshots below to see if it helps. 

Assume I have a library like this and have a folder to save previous files.

vLilyWmsft_3-1629882925120.png

 Flow in details:

vLilyWmsft_0-1629882693315.png

vLilyWmsft_1-1629882693323.png

vLilyWmsft_2-1629882693334.png

When a new email arrives:

vLilyWmsft_4-1629883009525.png

The old file will be moved to Move Folder and the new file will be created.

 

vLilyWmsft_8-1629883173406.png
vLilyWmsft_7-1629883149884.png

Hope the content above may help you.

Best Regards

If my solution helps, then please consider Accept it as the solution to help the other members find it more quickly.

View solution in original post

8 REPLIES 8
v-LilyW-msft
Community Support
Community Support

Hi @mitchelljz 

Will your report file name change? If file name don't be changed, you can take a try with the screenshots below to see if it helps. 

Assume I have a library like this and have a folder to save previous files.

vLilyWmsft_3-1629882925120.png

 Flow in details:

vLilyWmsft_0-1629882693315.png

vLilyWmsft_1-1629882693323.png

vLilyWmsft_2-1629882693334.png

When a new email arrives:

vLilyWmsft_4-1629883009525.png

The old file will be moved to Move Folder and the new file will be created.

 

vLilyWmsft_8-1629883173406.png
vLilyWmsft_7-1629883149884.png

Hope the content above may help you.

Best Regards

If my solution helps, then please consider Accept it as the solution to help the other members find it more quickly.

mitchelljz
Frequent Visitor

When I get to the second apply to each step in the flow, there is no option for value(sharepoint)

 

mitchelljz_1-1629911711003.png

 

 

mitchelljz
Frequent Visitor

Nevermind I figured it out and worked!

mitchelljz
Frequent Visitor

Actually the file name does change slightly. Will it not worked if it is not named the same?

Hi @mitchelljz 

If the file name need to change, the judgment condition needs to be modified.

if my file name as shown in the figure below, each time the 'testABC' in the new file remains unchanged, only the following date is changed.

vLilyWmsft_0-1629948811353.png

You can change the Condition as below:

Expression:

substring(outputs('Get_Attachment_(V2)')?['body/name'],0,7)
Note:the formula returns the first 7 characters in the file name, 'testABC '

vLilyWmsft_2-1629948973811.png

Best Regards.

If there are spaces in the attachment name do I count those as characters?

 

Ive tried the flow a few times and it comes back with the following error

mitchelljz_0-1629954725993.png

 

Here is the condition that I input:

substring(outputs('Get_Attachment_(V2)')?['body/name'],0,19)
 
And the file name example is: ABC Open PO Report 8.26.2021
 
Any idea of what I am doing wrong?

Hi @mitchelljz 

I test on my side with your formula: substring(outputs('Get_Attachment_(V2)')?['body/name'],0,19).

It can work well, have you changed 'is equal to' to 'contains'? 

vLilyWmsft_0-1629959660984.png

You can add a Compose action, to see what content can be obtained by this formula.

vLilyWmsft_2-1629960101932.png

Test Results.

vLilyWmsft_1-1629960071507.png

Best Regards.

GJ_Thomo
Regular Visitor

Hi Guys, I am trying to build the same flow as this, however I cannot get it to work for me. I setup the original one as explained in this thread and the flow worked, however it was doing exactly what I wanted.  It wasn't recognizing then old file as each file wasnt exactly the same name. The date at the end of the file name changes daily, everything else is the same.  When I tried to apply the other fix suggested by entering the substring for a certain amount of characters in the conditions section the flow had an error.   The error reads that an action failed. No dependent actions succeeded. Not sure what I have done wrong.

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