Create a SharePoint list to consolidate all files from a specified library folder with metat data columns

[Merlin88]

Hello all,

I have searched all over and found solutions to portions of my problem but have not been able to fully execute for my use case. 

Situation:

I have a SharePoint library folder that contains sub-folders and files use for document control. I have established approval flows for the folders that include the following columns:

• Document Number - Unique Alphanumeric Identified provided once a file has been fully approved and published for use.
• Status - Draft, In Review, Final, Published, etc
• Initiator - Person data type
• Owner - Person data type
• Approvers 1,2,3, and 4 - Person data types
• Date Created
• Date of Last Review

Requirements:

I need to create a list which is populated with all above data from the library anytime a file is added or modified. 

The flow should not allow duplicate inputs (using system generated ID field for that) and must check the current list for an existing file before adding new entries and if an entry is found only updates the appropriate row.

I have been able to get the flow to evaluate the folders and populate a list with ID and Title but I am running into issues when attempting to ensure duplicate rows are not being generated and have not been able to bring over any of the other meta data columns. 

Thank you for your time and assistance.

@grantjenkins - I have read a number of your solutions, perhaps this would be an easy one for you?

[sudharsan1985]

Hi @Merlin88 

The process should be like the below

1. Check the list for the items with the unique value 

2. If an item exists, update it with the metadata info

3. If there is no item, then create a new item with the metadata info.

Below is the flow that I had tried. Once the document is created or modified, using the ID of the document, I will check the list for items that matches the title with the document id. If an item exists then i will update the item with the latest status metadata from library if not then i will create a new item with the metadata.

Try it and let me know.

[Merlin88]

@sudharsan1985 Thank you for the quick response. Could you please provide the additional details on what you have configured for the condition? I did try something similar to this but was running into issues there. It passes all flow evaluations but once the true/false determination is made it wouldn't update the list.

How do I bring over each meta data column to the list without having to have dozens of For Each and Apply to Each evaluations?

Thanks

[sudharsan1985]

Hi @Merlin88 

Below is the condition used in the Get Items action where I am checking the Title field. In your case it should be the unique field which you would like to check.

Below is Update Item action with the values. Once you had selected the site and the list, all the fields from the list will be populated and you have to specify the value for all the fields which includes the fields to be updated.

I am bit confused on using Apply to each. May i know why we need to use the loop since the flow will be triggering for each document whenever its created or updated. Also we are going to maintain only one item in the Process list with all the metadata and we are searching for that particular item and then updating it. Am i missing something? Please clarify. Also, try the above solution and let me know if it works or not.

[Merlin88]

Thank you for the clarification.

Power Automate automatically adds the loops any time I add a column from my library to the any action.

I really need to bring over the meta data from the library to the list as I'll need to build more flows based on them.

[sudharsan1985]

Hi @Merlin88 

Since you are directly choosing the value from the Dynamic Content tab it adds a loop. You know the field internal name, then use the below formula to populate the field value without the loop.

triggerOutputs()?['body/value']?[0]?['ID']

The above formula fetch the ID of the file and likewise you can fetch the other field from trigger outputs and use the first item.