cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
jhalk123
Regular Visitor

automatically create flow for new user folder structure

Hi guys,

Have a question,

 

Scenario: User 1 creates a folder in the documents library on sharepoint for a new employee named Jane, they then go into Jane's folder and have to create 3 sub folders.

Everytime a new employee joins the same process needs to be repeated.

Is there a way where you can create a flow that by everytime a new folder is created in a document library that within that folder 3 sub folders are copied into it or created.

I have setup a flow to copy folders from a library to another library when a new item is created but I need it to reside WITHIN the new folder and not just create 3 more folders on the home directory.

Is there a way to do this?

11 REPLIES 11
v-duann-msft
Community Support
Community Support

Hi @jhalk123

 

Thank you for posting.

 

According to your description, you would like to copy folder to another library and create several subfolders inside. If any misunderstanding, please kindly let me know.

 

If that’s the case, please refer below flow steps.

v-duann-msft_0-1620187346079.png

 

Once tested, the created folder(Folder name equals to John here) will be copied to another library and three new subfolders created as well.

v-duann-msft_1-1620187346084.png

 

v-duann-msft_2-1620187346086.png

 

Hope the content above may help you.

 

Best regards,

Anna

jhalk123
Regular Visitor

Hi Anna,

 

Thanks for this, so kind of...

 

Basically we want a flow of the following scenario

 

I go create a new folder in location TEST\DOC

 

I call that folder Samantha

 

In that new folder Samantha it would then automatically create 3 sub folders called test1 test2 test3

 

the next day i would create another folder called Brett in the location TEST\DOC

 

it would then automatically create 3 subfolders within BRETT called test1 test2 test3

 

Am i making sense? haha

Hi @jhalk123

 

Thank you for your update.

 

So based on your explanation, the test1/test2/test3 folders are located in the same folder and they are in parallel.

 

Please pay attention to folder location here. The subfolders can't be created under 'TEST\DOC'. Otherwise, it will cause infinite looping issue. Thus, I add a 'copy folder' action to copy the original folder to another location and then create subfolders under new location.

 

If that’s the case, we can modify flow as below:

v-duann-msft_0-1620197312934.png

 

In yes branch:

v-duann-msft_1-1620197312943.png

 

After testing, I’m able to get the three subfolders.

v-duann-msft_2-1620197312946.png

 

Hope it helps.

 

Best regards,

Anna

jhalk123
Regular Visitor

Ok,

 

But if the document library structure is such of

 

H1\Clients

 

and then everytime we create a new folder in clients - eg: John 

 

In John those 3 subfolders will be automatically created?

 

or is that going to cause an infinite loop? Also...do you have to edit the flow of the name every single time or does the Name field just generate from whatever is created folder wise?

Hi @jhalk123 

 

In John those 3 subfolders will be automatically created?

Yes, if we configure flow like that, the three subfolders will be generated automatically. You can configure to check result.

 

or is that going to cause an infinite loop?

If we set up to make subfolders created under 'H1\Clients\username', it will cause looping issue. Because this location is still within the trigger scope.

 

For example, If we first manually create a folder called 'Brett' under 'H1\Clients'. So the folder path will be like 'H1\Clients\Brett'. Then flow goes and create subfolder test1/2/3. When flow creates test1, The flow detect a new folder created under 'H1\Clients' and it starts again for folder test1, That's why I recommend we can change to another folder path as destination.

 

do you have to edit the flow of the name every single time or does the Name field just generate from whatever is created folder wise?

The main folder is created by user manually. What we need to do is just replace the site address/ folder location and the subfolder name in the flow. 

 

If this solution can't achieve your purpose, I'm afraid it's impossible to do that using flow.

 

Best regards,

Anna

jhalk123
Regular Visitor

or is that going to cause an infinite loop?

If we set up to make subfolders created under 'H1\Clients\username', it will cause looping issue. Because this location is still within the trigger scope.

 

For example, If we first manually create a folder called 'Brett' under 'H1\Clients'. So the folder path will be like 'H1\Clients\Brett'. Then flow goes and create subfolder test1/2/3. When flow creates test1, The flow detect a new folder created under 'H1\Clients' and it starts again for folder test1, That's why I recommend we can change to another folder path as destination.

 

---

 

So would this only work in a hierachy in a document library eg: Clients (Document Library) 

 

and not H1\Clients

 

In other words the document library must not sit within a current folder structure but must be the top of the structure yes?

Hi @jhalk123 

 

Yes, you are correct! 😀

 

Best regards,

Anna

jhalk123
Regular Visitor

Hi Anna,

 

Having an issue with creating this, it didnt seem to work and not sure where i went wrong

 

attached are screenshots of my setup, the only difference i can see in my setup vs yours is that on the first step i have clients as the folder and its not blank like yours? would that make the difference?

 

jhalk123_0-1620351171368.png

 

jhalk123_1-1620351251355.png

 

The "Clients" folder is located on the root of the shared documents library, the idea as mentioned is a person creates a folder within clients and that subsequently creates 3 sub folders within it.

 

Thanks in advance 

 

 

Hi @jhalk123 

 

Thank you for your attempts.

 

Based on your flow, here is how your flow goes:

1.Seems you would like to trigger when new file created in 'Clients' folder only;

2.Then, you copy this folder in 'Clients' folder again with a new name;

3.After that, you create another two folders at the same folder level as 'Clients'. 

 

The step 2 may cause looping issue. Because when we copy file again in the 'Clients', the flow will go again forever.

 

Best regards,

Anna

jhalk123
Regular Visitor

So how do i resolve this Anna? @v-duann-msft 

jhalk123
Regular Visitor

Hi @v-duann-msft 

 

Any help regarding this would be appreciated...running out of time now to get this sorted.

 

Thanks in advance!!

Helpful resources

Announcements

Update! June 13th, Community Ambassador Call for User Group Leaders and Super Users

Calling all Super Users & User Group Leaders   UPDATE:  We just wrapped up June's Community Ambassador monthly calls for Super Users and User Group Leaders. We had a fantastic call with lots of engagement. We are excited to share some highlights with you!    Big THANK YOU to our special guest Thomas Verhasselt, from the Copilot Studio Product Team for sharing how to use Power Platform Templates to achieve next generation growth.     A few key takeaways: Copilot Studio Cookbook Challenge:  Week 1 results are posted, Keep up the great work!Summer of Solutions:  Starting on Monday, June 17th. Just by providing solutions in the community, you can be entered to win tickets to Power Platform Community Conference.Super User Season 2: Coming SoonAll communities moving to the new platform end of July We also honored two different community members during the call, Mohamed Amine Mahmoudi and Markus Franz! We are thankful for both leaders' contributions and engagement with their respective communities. 🎉   Be sure to mark your calendars and register for the meeting on July 11th and stay up to date on all of the changes that are coming. Check out the Super User Forum boards for details.   We're excited to connect with you and continue building a stronger community together.   See you at the call!

Copilot Cookbook Challenge | Week 2 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 1. Copilot Studio Cookbook Gallery:  https://aka.ms/CS_Copilot_Cookbook_Challenge 2. Power Apps Copilot Cookbook Gallery: https://aka.ms/PA_Copilot_Cookbook_Challenge   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: https://aka.ms/Copilot_Challenge_EarlyBirds if you would like to be entered in the challenge.   Week 1 Results:  Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  @Dhanush 2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a   Week 2 Results:  Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Kasun_Pathirana1. ManishSolanki2. cloudatica2. madlad3. n/a3. SpongYe4. n/a4. n/a5. n/a5. n/a

Win free tickets to the Power Platform Conference | Summer of Solutions

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**

Celebrating the June Super User of the Month: Markus Franz

Markus Franz is a phenomenal contributor to the Power Apps Community. Super Users like Markus inspire others through their example, encouragement, and active participation.    The Why: "I do this to help others achieve what they are trying to do. As a total beginner back then without IT background I know how overwhelming things can be, so I decided to jump in and help others. I also do this to keep progressing and learning myself." Thank you, Markus Franz, for your outstanding work! Keep inspiring others and making a difference in the community! 🎉  Keep up the fantastic work! 👏👏 Markus Franz | LinkedIn  Power Apps: mmbr1606  

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form https://aka.ms/PPCCGotPowerSignup by July 12th with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

Tuesday Tip | Accepting Solutions

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   To enhance our collaborative environment, it's important to acknowledge when your question has been answered satisfactorily. Here's a quick guide on how to accept a solution to your questions: Find the Helpful Reply: Navigate to the reply that has effectively answered your question.Accept as Solution: Look for the "Accept as Solution" button or link, usually located at the bottom of the reply.Confirm Your Selection: Clicking this button may prompt you for confirmation. Go ahead and confirm that this is indeed the solution.Acknowledgment: Once accepted, the reply will be highlighted, and the original post will be marked as "Solved". This helps other community members find the same solution quickly. By marking a reply as an accepted solution, you not only thank the person who helped you but also make it easier for others with similar questions to find answers. Let's continue to support each other by recognizing helpful contributions. 

Users online (4,088)