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43201
Frequent Visitor

Updating a specific SharePoint folders properties from a specific SharePoint list item when list item is modified.

Sorry if the title doesn't make much sense.

 

Essentially I've got a Master list (which also runs automated emails etc) where items are added with due dates.

Untitled.png

 

On creation of the list item a folder will be created in the relevant departments library with some of the list items column details transferred across. Note: Each department has their own separate SP library (11 in total), the list item is assigned to a SP library using a Control Case and a choice menu on the master list.

 

Untitled 2.png (dates don't match because different entry)

 

Now once the due date and the next date pass it is likely to be assigned another set of dates until the matter is completed. These dates will be updated on the master list item. I am wondering how I automate these dates to update on the associated existing folder upon the master list being updated.

 

Any help would be appreciated!!

 

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annajhaveri
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Most Valuable Professional

@43201  yes in that case create add switch action and find the folders from relevant document library using the id of the master list item. 

Regards,
Anna Jhaveri

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43201
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Bump!

43201
Frequent Visitor

@annajhaveri  I was wondering if you could possibly take a look at this one. I see you have replied to a similar help request Solved: Update list item when a file is created/modified i... - Power Platform Community (microsoft....

annajhaveri
Most Valuable Professional
Most Valuable Professional

@43201  do you already have a flow which updates the dates on master list and looking to update the associated folder metadata when master list item is updated? Is there any common metadata between master list item and the folder?

Regards,
Anna Jhaveri

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Thanks for your response!

 

The master list item is manually created. I have the below flow that creates a copy of the master list item and creates a folder in the relevant library just using a choice column on the master list and a case. This folder is created with the same metadata that is added when the item is created.

Station_file transfer.png

 

All I'm looking for is a way to link this created file to the master list entry so when the master list is updated the specific folder meta data is as well! 

 

Background - The same master list is used with other flows to generate automated emails relating to the list items. All information initiates at the master list. Hopefully this makes sense and I appreciate any help!

annajhaveri
Most Valuable Professional
Most Valuable Professional

@43201 i would suggest to do a flow on master list on update item trigger. Also save master list item id on the folder/file metadata so that on master list item you can fetch folder/file using the master list item id.

Regards,
Anna Jhaveri

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@annajhaveri Thanks for your reply!

 

Edit: I've figured out how to do this using a CloneID column on the library to store the original items ID.

 

However I'm unsure how to link the item and the folder with the update item trigger. The master list saves into 11 separate libraries so I'm assuming I'll need to create the same case statement and then search for the relevant ID in that folder?

annajhaveri
Most Valuable Professional
Most Valuable Professional

@43201  you need a column in your libraries which will store master list item id. As you mentioned that you have 11 libraries, are folders created in multiple libraries for specific master list item, or one only library would have folders for a specific master list item?

Regards,
Anna Jhaveri

If I have answered your question, please mark the post as Solved to help other users to identify the correct answer
If you like my response, please give it a Thumbs Up.

@annajhaveri  A Folder is created only in one library for the specific master list item.

 

Essentially the items are assigned to a single department corresponding to where the employee is based who owns the matter to action. The library acts as a management tool to monitor all items assigned to that department until they are finalised. During the course of the assigned items the due dates may change various times which is why I want to link the items so the dates only need to be updated once on the master list.

 

Hopefully this makes sense. I really appreciate your time in looking at this, thank you.

 

 

annajhaveri
Most Valuable Professional
Most Valuable Professional

@43201  yes in that case create add switch action and find the folders from relevant document library using the id of the master list item. 

Regards,
Anna Jhaveri

If I have answered your question, please mark the post as Solved to help other users to identify the correct answer
If you like my response, please give it a Thumbs Up.

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