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Julien2
Kudo Kingpin
Kudo Kingpin

String Manipulation for a dynamic Folder Path

Hello everyone,

I have a flow that triggers based on a selected file in a library.

I want to extract the parent folder name of the library dynamically so suppose I have the below path:

Shared Documents/General/Projects/ProjectA/Subfolder1/SubFolder2...

The bold part is always static.

 

The flow as a result should return ProjectA which is the name of the project inside the documents library.

I have tried to extract it by using the get folder metadata using path but it's not returning the needed result.

I have tried another way to extract it but I believe there is an easier way to do it.
FlowTried.PNG
FlowResult.PNG
Can please someone provide an example if the above can be achieved with fewer steps to achieve the needed result?

Thank you!

2 ACCEPTED SOLUTIONS

Accepted Solutions
ekarim2020
Super User
Super User

The following expression gets the folder name that appears after 'Shared Documents/General/Projects/':

2021-11-03_20-27-31.png

Expression:

first(split(last(split(outputs('Compose'),'Shared Documents/General/Projects/')),'/'))

 

This produces the following output based on the string 'Shared Documents/General/Projects/ProjectA/Subfolder1/SubFolder2':

 2021-11-03_20-31-56.png


Ellis

 


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View solution in original post

With regards to the users not taking into consideration the metadata ... that's not an issue. I'm going to take a wild swing and assume that when there's a new project, someone just creates a new folder in the Projects folder.

 

So the solution there is to to trigger flows to all files and folders created within that folder to automatically have that original folder in that metadata column. They won't even know they're doing it. 😉 ...

 

You can easily have a list of all the sites (projects) that are currently live in the main project hub. Once a project is completed, either completely archive the site, or move it to 'Projects Archive' hub for a few months before proper archival. 👍

 

Remember, since each Project will essentially create its own 365 group, and modern SharePoint site, it definitely will have the standard 'Shared Documents' (Documents with a General folder in it) library created immediately. But you could also have it automatically create a dedicated library, with the right meta-data additional columns if you like.

 

It's a lot of work, and very involved, but I've pulled this out of the bag before. You just have to temper expectations of the 'build' ... let folks know it'll crawl before it can walk, before it can run. And plan ahead for each of those steps, so that you have the wherewithal to add additional components in the process(es).

 


@Julien2 wrote:

Hello @eliotcole ,

Unfortunately, the Document library holds all the projects which are about 80K until now.. and I already advised them to not put more than 30k in the library.

In addition to that, the users are not taking into consideration the metadata.

Later we need to re-create and re-structure that library by taking into consideration metadata, each project has its own library.

Very nice idea, based on what I understood the information filled in the form I can have a flow that creates a Site for the project, and a library based on the projectName filled in the form.

Hence, for every project, you will have an SP Teams Site but the question is how you will manage all your projects and combine them into a view to filter, search..?

or the ProjectHub site will hold all the projects but for each project, a library will be created?

Looking forward to your response.

Thank you!


 

View solution in original post

5 REPLIES 5
ekarim2020
Super User
Super User

The following expression gets the folder name that appears after 'Shared Documents/General/Projects/':

2021-11-03_20-27-31.png

Expression:

first(split(last(split(outputs('Compose'),'Shared Documents/General/Projects/')),'/'))

 

This produces the following output based on the string 'Shared Documents/General/Projects/ProjectA/Subfolder1/SubFolder2':

 2021-11-03_20-31-56.png


Ellis

 


____________________________________
If I have answered your question, please mark the post as Solved.
If you like my response, please give it a Thumbs Up.

eliotcole
Super User
Super User

@Julien2 ... I guess my main question here is ... does each project have its own library?

 

If so, this give you a lot more to go on.

 

However, I would assume not, since they appear to be in the Documents\General folder as a base.

 

For the future, if you continue to use this folder as the base, then a good idea would be to add a column to the Documents library that is called:

projectName

... or something. Then for every item added to a project you can add the project name to that column of data, and reference it whenever you need.

 

---------

 

However, the better way to handle projects would be to create a brand new hub called projectHub (or something), with an embedded Microsoft Form on the landing page to create new projects.

 

Once you have this, you can then take the base details from each piece of information entered on the form to create a hub site in the project's name, with the 'prj-' before the sitename. Which will then also create the project its own file storage, workspace, planner, teams team, etc. There's a lot more you can do down this rabbit hole, but you get the drift.

Hello @ekarim2020 ,

Thank you for providing the expression based on the string that I shared.

It worked perfectly.

Hello @eliotcole ,

Unfortunately, the Document library holds all the projects which are about 80K until now.. and I already advised them to not put more than 30k in the library.

In addition to that, the users are not taking into consideration the metadata.

Later we need to re-create and re-structure that library by taking into consideration metadata, each project has its own library.

Very nice idea, based on what I understood the information filled in the form I can have a flow that creates a Site for the project, and a library based on the projectName filled in the form.

Hence, for every project, you will have an SP Teams Site but the question is how you will manage all your projects and combine them into a view to filter, search..?

or the ProjectHub site will hold all the projects but for each project, a library will be created?

Looking forward to your response.

Thank you!

With regards to the users not taking into consideration the metadata ... that's not an issue. I'm going to take a wild swing and assume that when there's a new project, someone just creates a new folder in the Projects folder.

 

So the solution there is to to trigger flows to all files and folders created within that folder to automatically have that original folder in that metadata column. They won't even know they're doing it. 😉 ...

 

You can easily have a list of all the sites (projects) that are currently live in the main project hub. Once a project is completed, either completely archive the site, or move it to 'Projects Archive' hub for a few months before proper archival. 👍

 

Remember, since each Project will essentially create its own 365 group, and modern SharePoint site, it definitely will have the standard 'Shared Documents' (Documents with a General folder in it) library created immediately. But you could also have it automatically create a dedicated library, with the right meta-data additional columns if you like.

 

It's a lot of work, and very involved, but I've pulled this out of the bag before. You just have to temper expectations of the 'build' ... let folks know it'll crawl before it can walk, before it can run. And plan ahead for each of those steps, so that you have the wherewithal to add additional components in the process(es).

 


@Julien2 wrote:

Hello @eliotcole ,

Unfortunately, the Document library holds all the projects which are about 80K until now.. and I already advised them to not put more than 30k in the library.

In addition to that, the users are not taking into consideration the metadata.

Later we need to re-create and re-structure that library by taking into consideration metadata, each project has its own library.

Very nice idea, based on what I understood the information filled in the form I can have a flow that creates a Site for the project, and a library based on the projectName filled in the form.

Hence, for every project, you will have an SP Teams Site but the question is how you will manage all your projects and combine them into a view to filter, search..?

or the ProjectHub site will hold all the projects but for each project, a library will be created?

Looking forward to your response.

Thank you!


 

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