If SharePoint Folder create than create subfolder in the created folder

[N2P3]

Hello everyone,

I have a challenge that I would like to solve automatically.

I would like that when I create a folder in a SharePoint document library (1st level), 5 subfolders (2nd level) automatically become in the created folder.

So I create a Vegetarian folder in the document library and the target screen should then look like this:

/Vegetarian
//Breakfast
//Brunch
//Lunch
//Teatime
//Dinner

Many thanks in advance and best regards
Nick

[DiligentSway]

The flow worked like a charm! You deserve a big "THANK YOU" for this

Could you please tell me if we can have the same functionality but the first trigger to be a new item created in a list ?

The process should be like this:

1. Add a new item in a list (e.g. Clients List).
2. Take the "Title" of the list item and create a new folder with that name in the root of a document library in the same site (e.g. Clients Document Library).
3. All other functionality beyond that would be as you have provided.

Thank you for your invaluable help!

[ekarim2020]

---

@jameela1 wrote:

Thanks @ekarim2020 This is working perfectly..Thanks lot!!!

Is there is any possibility to setup security for example folder "Breakfast" should be access by Peter or GroupMembers other should not permit. Please advise.

Thanks

---

I think your SharePoint administrator should advise you here. The setup of the permissions of the SharePoint site and the SharePoint document library, and the management of those permission will be very difficult to manage and understand.  I would advise against doing this. You need to have a very a good understanding of SharePoint security and how to implement it and can ensure that those who arent supposed to have access to content really are prevented from accessing content.

"However, if you don’t understand the security and administration implications of unique permissions, keeping track of who can access what can quickly turn into your worst nightmare."  Governing Unique Permissions in Office 365 - SysKit

Ellis

[ekarim2020]

---

@DiligentSway wrote:

The flow worked like a charm! You deserve a big "THANK YOU" for this

Could you please tell me if we can have the same functionality but the first trigger to be a new item created in a list ?

The process should be like this:

1. Add a new item in a list (e.g. Clients List).
2. Take the "Title" of the list item and create a new folder with that name in the root of a document library in the same site (e.g. Clients Document Library).
3. All other functionality beyond that would be as you have provided.

Thank you for your invaluable help!

---

You could try a simple flow like this:

with a trigger condition to only trigger the flow when an item is created:

@not(triggerOutputs()?['body/{IsFolder}'])

 

Hope this helps.

Ellis
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[DiligentSway]

Hey Ellis, thank you very much for your response.

Could you please tell me if the other sequence should remain the same? I mean for the subfolders creation using the Variable --> Compose --> Condition.

[ekarim2020]

Hi @DiligentSway ,

The remainder of the flow would be the same as before but with a change to the folder path in the Create Folder action:

The the following trigger condition is only needed if your Client List allows the user to create folders:

In the Advanced settings for the Client List, the Make New Folder option is available to users:

 

Ellis
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[DiligentSway]

Hi @ekarim2020 ,

This is awesome! Thank you for taking the time to reply and analysing the steps needed for the flow to work.

All the best to you my friend!

[David6010]

Hi @ekarim2020,

I am trying to do something similar where when a folder is created three folders deep, the new folder itself auto populates. However upon running this for a folder embedded in the file path below, it just creates a copy of the new folder to Documents and auto populates it there (See Below) 

 The new folder created as a test is called test (coincidentally) and instead of populating test in the folder path: Shared Documents/Share Area/DMcK, it copies test and pastes it into Documents where it populates it with sub folders here instead. Test here should be located within another folder in Share Area, not in Documents

Have you an idea as to what I am doing wrong?

[ekarim2020 · Accepted solution]

Hi @David6010 ,

Add a third trigger action so that the flow only triggers if the newly created folder has a folder path that contains 'Shared Documents/Share Area/DMcK'  . See trigger (3) below for an example:

Your create action would be similar to the screen below:

Name property contains the name of the new folder that triggered the flow.

Hope this helps.

Ellis
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[David6010]

Hi @ekarim2020 ,

That worked a treat thank you!!!

[Anonymous]

Hello!

I followed the instructions (the best I could) and recreated the process to create subfolders in the created folder. My issue is, the subfolders are also becoming their own folders with subfolders.

For example:

1. I created a folder named "Trigger"

2. The goal was to create three subfolders (Test 1, Test 2, Test 3) which was done successfully

3. But as you can see from screenshot 1, it also created three folders in the same level as "Trigger" with the names Test 1, Test 2, and Test 3. Each of those folders also has three subfolders:

How do I fix my automation to only add three subfolders when creating a new folder such as "Trigger"?

Here is what I have the flow set up as:

1

2

3

Thank you!

[ekarim2020]

Please show the trigger conditions for the "When a file is created" action.

Ellis
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[Anonymous]

Sorry about that!

Trigger:

@triggerOutputs()?['body/{IsFolder}']

[ekarim2020]

Hi @Anonymous ,

Try changing the folder path to the following:

 

Also, I think the flow needs to trigger only when a Folder is created under "Documents\Path 1\Path 2\Automation Test"? For example, a folder called Trigger will have the path "Documents\Path 1\Path 2\Automation Test\Trigger"

Add a trigger condition that triggers the flow:

(1) when a folder is created 4 levels (or folders) deep:

@equals(length(split(triggerOutputs()?['body/{FullPath}'],'/')),4)

(2) and if the path of the new folder starts with "Share Documents/[Path1]/[Path2]/Automation Test":

 

Please see the following for an example 

Solved: Re: If SharePoint Folder create than create subfol... - Power Platform Community (microsoft.com)

Ellis
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[Anonymous]

Thank you for the response.

I tested it, and the changes did not trigger anything when a new folder was created.

@equals(length(split(triggerOutputs()?['body/{FullPath}'],'/')),4)

@startsWith(triggerOutputs()?['body/{FullPath}'],'Documents/Path 2/Path 3/Automation Test')

Unchanged:

[ekarim2020]

Hi @Anonymous ,

I created the following flow on my testing site.

 

This is my demo site showing the document Library "Documents" :

 

These are my three trigger conditions:

 

@triggerOutputs()?['body/{IsFolder}']
@startsWith(triggerOutputs()?['body/{FullPath}'],'Shared Documents/Path 2/Path 3/Automation Test')
@equals(length(split(triggerOutputs()?['body/{FullPath}'],'/')),5)

The New folder will be created at a folder depth of "5" (correction to previous value of 4):

This is the folder path I selected in the "When a file is created (properties only)" trigger:

/Shared Documents/Path 2/Path 3/Automation Test

 

These are the sub folders that need to be created:

I'm using an expression in the compose action to help create the path for the new subfolders (Test 1, Test 2 and Test 3) so I don't have to type the path "Path 2/Path 3/Automation Test/" in to the Create new folder action later.

last(split(triggerOutputs()?['body/{FullPath}'],'Shared Documents/'))

 

 

 

 

 

 Hope this helps.

Ellis
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If I have answered your question, please mark the post as ☑️ Solved.
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[Anonymous]

That did it!

Thank you SO much!

[StephCORKING]

HI @ekarim2020 

I tried your example as you have posted here (which is really detailed and great!!).  The only difference is that I get the sub folders from a list with the ODATA filtering the sub folder names based on the folder that was just created.

The structure should be:

Library (Template)

Folder 1 (Order Suite in this case)

Folder 2 (sub folders to be created under folder 1)

Unfortunately, the sub folder is not created and the flow seems to get stuck on the final step of Create new folder.

This is what I do:

On the trigger (When a file is created (Properties Only), I have this in the trigger conditions

Then, when I have the subfolder items in my array,

And finally on the create folder Apply to each, I have this:

The compose 4 contains this string (to check that the structure was correct) :

last(split(triggerOutputs()?['body/{FullPath}'],'Template/'))

When it runs, it sticks on the very last part and no sub folders are created:

I'm not sure why it does this.  Any idea what I am doing wrong?

Stephen

[StephCORKING]

I figured out the problem.  When I create the list items, there appears to be a blank character at the end of the string and this seems to mess up the creation of the folder.  When I trim the string, it works fine!

[ekarim2020]

I'm glad you were able to get it working! And thanks for sharing the fix, I know it will help others who may experience the same issue.

Ellis 

[Plougstrup]

Wrong place - sorry