documents automatically in created subfolders instaed all the files in the root

[jpm]

Dear Community,

I made a Common data DB linked to SharePoint document library

the purpose is (or was 😞 ) to place all the dociments in the root and then to filter them Following metadata and DB items

the issue is the system automatically create a subfolder for each DB item in the root (I remind the purpose was all the document in the root)

I can't find the option menu for fix this issue

can anyone help me?

thanks in advance

JP

[HSheild]

Hi @jpm ,

Unfortunately this is how the SharePoint integration works with CDS by default.  It puts documents into a folder for each record.  

The folder (document location) is created in SharePoint when the user first accesses the Documents section associated with a CDS record.  However, you can stop this from happening a create your own document location using Power Automate.  If the CDS record already has a SharePoint Document Location associated with it when the user access the Documents section on the record then another location is not created.

What I have done in the past is create a Flow that

1. Triggers on create of the CDS entity that you want documents stored against it
2. Creates a Document Location record for the the CDS record

This will stop the CDS - SharePoint integration from creating a folder and document location where you don't want it to be.

Hope that makes sense.

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[jpm]

Dear HSheild,

thank you for your reply… I feel it will help...

it makes sense

So I tried to settle this flow in PA

for the triggering part… no prob..

for the action part, I encountered another question..

I verified in both applications (SP and CDS) and did not find the item to be updated (storelocation or soever,...)… even create a new record in an entity (or create a new entity … then where the field must be linked into SP-CDS connector)

May I request you witch Application environement has to be updated (and which item…or process)?

thank you so much in advance

Have a nice day at the other part of the globe 🙂 

[HSheild · Accepted solution]

Hi @jpm 

Below is a screenshot of a Flow that I use to do a similar thing that you want to do.

• First I create a SharePoint folder - you could skip this step if you want the documents in a root SharePoint location that already exists
• Then create a Document Location record in CDS and point it to the SharePoint folder

Expanding on the Create a new Document Location - Show advanced options

- The Parent Site or Location field is a lookup to the CDS Document Location record that represent your SharePoint location

- The Regarding field links your entity record to the Document Location record

- The Relative URL field is for a sub-folder - in your case you won't have one

I hope this helps.  As I write this and review what I have done I can see that it is not easy.  It would be good for you to get an understanding of the Document Location entity in CDS before you start configuring the Flow.

[jpm]

really thank you

even if creation of a link did NOT avoid SP to create folder (it is a sight-folder Indeed), it really helped me

… and my problem seems be be solved

have a good day

thx

Kind Regards