Help with Forms Response to Sharepoint folder structure flow

[MrVaultDweller]

Hello everyone.

I have a question regarding the Power Automate suite, specifically from a submitted response in a form to a Sharepoint folder structure.

Is it possible to have a flow where on Form Response Submit, a folder structure is created in Sharepoint, and the top level folder is named from the first available name in a Sharepoint list?

Say, I have a list containing the following names:

2024_1_001

2024_1_002

2024_1_003

On a form submit, the top level Sharepoint folder should then be named 2024_1_001, the next form submit 2024_1_002 and so forth.

I have no idea on a smart approach for keeping track of taken names on the list (maybe a field that if empty, use name, else look to next item in list? If that is even possible?)

I hope some clever heads out there are able to assist 🙂

[RobElliott · Accepted solution]

@MrVaultDweller the way to do this is to have a yes/no column in your SharePoint list called Available with a default value of Yes:

Then your flow is as follows. IN the get items action type in the filter query field Available eq 1 (this is how Power Automate evaluates Yes/No columns),  set Order by to ID desc and set the top count to 1. This means it will only bring back  the highest 1 ID item where Available is Yes.

Add an apply to each and append to a string variable the title brought back from the list. Then add a create new folder action and set the path to / then the variable:

Add an update item and set the Available column to No. It will wrap itself in an apply to each which is expected.

The result of the flow is shown below where the first folder name has now been set to not available:

And the folder is created.

Then when another form is submitted it will do the same so that you have the second folder:

Rob
Los Gallardos
Principal Consultant, SharePoint, Forms and Power Platform, WSP Global (and classic 1967 Morris Traveller driver)

[MrVaultDweller]

This is fantastic! Thank you so much for the clear and concise answer.

Is it possible in the same flow to create subfolders within the top folder?

[RobElliott]

@MrVaultDweller Yes it is, add the following at the bottom of your flow. In the Create new folder 2 action make sure you select current item from apply to each 3 section of the dynamic content box.

Rob
Los Gallardos
Principal Consultant, SharePoint, Forms and Power Platform, WSP Global (and classic 1967 Morris Traveller driver)

[MrVaultDweller]

You sir, are a special kind of amazing. 

Thank you so much for all your help 🙂

[MrVaultDweller]

Once again, thank you so much for all your help.