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lee-martin
Level: Powered On

Update Dynamics entity when a file is added to Sharepoint

I'd like to update an entity in Dynamics 365 when a file as added to SharePoint.

 

I'm guessing i'll need to use flow, but I'm not too experienced with it.

 

Can someone point to somewhere online which might help me do this.

 

 

The scenario is that an agent will add several document to an account, and when each file is added to sharepoint, it will change a yes/no in my dynamics custom entity

5 REPLIES 5
Super User
Super User

Re: Update Dynamics entity when a file is added to Sharepoint

@lee-martin 

Hi there.  The tough part about doing this with Flow/Power Automate is that your trigger will probably need to watch multiple folders (one for each account, right?) at the same time.

 

Is the document mgmt Out-of-the-Box D365 stuff or something custom?  It seems like you'd be able to do all of this with a workflow.

 

Keep us posted.

-Ed-

 

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lee-martin
Level: Powered On

Re: Update Dynamics entity when a file is added to Sharepoint

It's all out of the box.

 

The I just need the yes/no to change once the related documents (for each account) have hit SharePoint. I'm  way out of practice with SharePoint, and new to Microsoft Flow, so I'm struggling to get what I need.

Super User
Super User

Re: Update Dynamics entity when a file is added to Sharepoint

@lee-martin No worries at all.  I'm sure we'll find a solution.  I want to keep poking at the scope, though, to make sure I hear the same thing you are saying.  I'm still leaning towards a workflow in D365 to avoid having to have a flow for every account, but I want to make sure you want to flip the yes/no switch when any documents are uploaded...or are you wanting to only trigger it when specific documents are uploaded?

 

Thanks!

-Ed-

lee-martin
Level: Powered On

Re: Update Dynamics entity when a file is added to Sharepoint

Thanks

 

The idea is

 

Document 1 for Account A - triggers a yes/no in CRM to show Account A has uploaded document 1


Document 2 for Account A - triggers a yes/no in CRM to show Account A has uploaded document 2

 

Document 1 for Account B - triggers a yes/no in CRM to show Account B has uploaded document 1

Super User
Super User

Re: Update Dynamics entity when a file is added to Sharepoint

Ok, so you're looking for specific documents.  Meaning: The filename (or some attribute) has to match certain criteria before that switch is flipped.  AND, you're going to have multiple Yes/No's (at least two, so far, right?).  Is this correct so far?

 

Things to consider, if this is true:  

  • filename (or other criteria attribute) must be exact on the upload.
  • What happens if we upload a random file?  (Nothing, I presume)
  • What happens when the file is uploaded more than once?
  • What happens when someone decides we now need a third document?  (how to make the solution scalable).

If the document upload is part of a process or a journey, you might want to consider a Business Process Flow.  You can build these in Power Automate, but they are also native in D365.  This is the thing that lets you map out a process at the top of the form with certain phases and milestones.

 

The way Out-of-the-box D365 connects to SharePoint, it wants to create a subfolder for each record in that entity.  So, if you're looking at Accounts, there will be a folder for each different account.  Combine this with how the SP trigger works in a flow, and it wants to watch a specific folder for a new upload.  This means you'll have a hard time when new accounts are added, and you might have to build a flow for each account.  (this is why I'm still on Team Workflow for this thing).

 

If the document upload is part of a process, it might be a good idea to look at the entire process and build a digital solution to match that.  Either way, keep us posted.

 

-Ed-

 

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