Update list item when a file is created/modified in a library folder which was created/triggered by adding an item to this list.

[OrcaDeWils]

I've got a list A. When an item is created, a folder is created in library B.
When a file is created in one of the folders in Library B, the item (which triggered the folder) from List A must be updated with some data from this file- exactly 'modified date and time'.

Can anyone help, please?

[annajhaveri]

When you are creating folder in Library B, you can store the item id from List A in the metadata of folder. Now you can do a flow on Library B with trigger "when fileis created or modified" and add further logic in this flow to get the parent folder and its properties (list item id) and update that list item.

[OrcaDeWils]

Thank you Anna, you have confirmed what I was trying to do, but still struggling to achieve. I think I would need a hand-holding with this flow because I cannot get it right. 

In the list, I am using 'Get item' and then 'Update file properties' in folder with the item ID. Is it correct? Then I get confused in Library flow to get folder and file metadata. 

[annajhaveri]

Sure, happy to help, let me know where you are stuck, did you create the field in the library to store item id? Additionally have you developed the flow and it is not working as expected?

[OrcaDeWils]

So grateful already for your time. 

So: I have created an extra column in the Library. In the List flow I am using 'Get item' and then 'Update file properties'  to update each folder created by the flow (it creates a root folder and 8 subfolders) with the item ID. Is it correct?

Then I get confused in Library flow to get folder and file metadata. 

[annajhaveri]

Few questions:

1. So you already have the folders and list items created and you want to update the folder properties so that it has the list item id?

2. How are new folders created for list items?

3. If you need to update list item when new file is created under folder, then you need a flow on the library as well

[OrcaDeWils]

re 1. I am using 'Get item' and 'Update file properties' to update folders with List ItemID within the same flow for creating these folders- 'create a folder' (and subfolders) when 'item is added' to the list. So folders already have list item ID'.
re 2. see re 1.

re 3. I need a flow on the library to get any new file added or modified there and its data (Modified by) to be updated on the list for corresponding item related to the folder in which this file was created/modified.

[annajhaveri]

re 1. i think you will need to use rest api to update item id in the folder properties

re 3. yes you need a flow on library, use trigger "When a file is created (properties only)", get the parent folder, then use "Get folder metadata" to get value of item id,  and get modified by value and use Rest API to update the list item with modified by value of the file 

[OrcaDeWils]

Anna, 

re 1. I don't know what Rest Api is nor how to aplly it. 

re. 3 get parent folder? What action is this? 

Would you be able to create both workflows and share them step by step? Let's say just for one folder. Or at least how to use this Rest Api, if you think that's crucial.

[annajhaveri]

Yes i can create both workflows but it will take day or two, does that work? i can also guide of how to use rest api in Power Automate/

[OrcaDeWils]

That would be great. Much appreciated. I am currently trying to understand how send an http request work but an example based on my requirements would help a lot!

[annajhaveri]

You can check out this blog post https://www.annajhaveri.com/power-automate/set-unique-permissions-for-item-in-sharepoint-using-power... on how to use REST API, the rest api in this blog is not related to your requirements but in general you will get idea how to use Rest APIs in Power Automate.

I will get back to you on step by step of both flows 

[OrcaDeWils]

Thank you. I'll have a look.

I will be waiting impatiently.

[annajhaveri]

@OrcaDeWils , are you using Create Folder action to create new folders, below is the configuration of setting item id metadata for folder. Add this action to your list flow which is creating folders. Replace ID with your action dynamic content. For "SP.Data.Shared_x0020_DocumentsItem" you need to replace "Shared_x0020_DocumentsItem", with your library name, if you library name has spaces then replace spaces with _x0020_. Set the value of itemID in body with your itemid value. I will share other library flow later tomorrow.

[OrcaDeWils]

@annajhaveri , Yes, I am using Create Folder action and adding subfolders by folder path: dynamic content/subfolder etc.

I keep getting following error:

Two questions in relation to the error, if I may:
1) is ('Documents') in Uri address the name of my List?

2) is ID in Uri address the ID of my list item which triggers the flow?

After all, is this Rest Appi action sufficient- meaning I don't have to add further actions in List flow?

I am very thankful for your time. 

I am waiting to hear back from you.

[annajhaveri · Accepted solution]

Configure your create folder action as below for it to work, first create the parent folder and then create the sub folders 

1) is ('Documents') in Uri address the name of my List? - Documents is title (name) of my library, so it should be title (name) of your library

2) is ID in Uri address the ID of my list item which triggers the flow? - no ID is not from trigger, ID in the Uri should be ID from your Create folder action, and ID in the body should be ID of your list item which triggers the flow. 

So you need "Create folder" action for each number of folders and subfolders you are creating and also you need "Send HTTP request to SharePoint" action for each number of folders and subfolders that you created

Below is screenshot of my full flow, which creates 1 parent folder and two subfolders and sents the item id value on all three folders

Create folder and subfoldersset item id column value on the parent folderset item id column value on the parent folderset item id column value on the sub folder 1set item id column value on the parent folderset item id column value on the sub folder 2

[OrcaDeWils]

Hi Anna, 

I did all as per your guidance however I keep getting the same error.
Can this be caused by 'getbytitle' part in Uri and my library different naming convention?

This is how I am creating folders and subfolders:

Title is the name of my list item.

This is Rest Api for each folder:

'PDL' in Uri and body is the name of my library. Id in Uri is ID of my folder or subfolder and ID in Body is the List ItemID.

And this is my library:

Kind regards

[annajhaveri]

Hello @OrcaDeWils ,

Based on your error it looks like there is issue with "type": "SP.Data.PDL", in the body. Can you please provide the URL of your library, not the front part, but what is the URL after sharepoint.com e.g. for me the URL of my library is "sharepoint.com/sites/development/Shared Documents/Forms/AllItems.aspx", so my type value is "type": "SP.Data.Shared_x0020_DocumentsListItem"

Can you share what is your library so i can guide what should be type value in your case.

Thanks,

Anna Jhaveri

[OrcaDeWils]

Morning @annajhaveri ,

My library address is sharepoint.com/sites/x/datacentre/pdl/forms/allitems.aspx 

Thank you

[annajhaveri]

Okay so please change your type value as follows, and let me know if it works after making this change

"type": "SP.Data.PDLListItem"