Issues with downloading a file via power automate flow

[LaneMoreland]

Hi, I am trying to build a set of flows that will help update progress and download files via a Microsoft form. In this flow, it will update their item in Microsoft lists and generate a PDF from a Word template and the form.

The part that I am having trouble with is downloading the PDF of the form into the correct folder. How we have their folders organized is (Year) Learners>(year)(Group)>Name and examples is (2024 Learners>24A>John Doe

In the Form they fill out, it asks for their Name and Learning group (24A or 24B or 25A or 25B)

We have people working through our process at different paces and want to avoid needing to edit the flow I would like to set it up in a way where the flow knows to look in 2024 learners if the group says 24A and 24B and then into 24A if that's what it says and then the name to download the file or into 2025 if 25A or 25B.

Any ideas on how to accomplish this?

One of the attached photos displays more clearly what I am wanting to accomplish
@ManishSolanki @Pstork1 @Nived_Nambiar @Agnius @Expiscornovus 

[Nived_Nambiar]

Hi @LaneMoreland 

I have one query, so for current year, does the display 25A and 25B or it will display 24A, 24B only ?

Thanks & Regards,

Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel

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[Pstork1 · Accepted solution]

1) Create a variable to hold the file path

2) Use a Switch action to build out the appropriate file path in the variable based on the choice 24A, 24B, etc

3) Use the variable inside an EncodeUriComponent() function as the dynamic content for the file path.  The encoding is required to convert spaces and special characters into the appropriate values in the path.

[LaneMoreland]

As displayed on the form the options are 24A, 24B, 25A, & 25B

As displayed for the sharepoint file path is 2024 Learners> 24A or 24B and 2025 Learners> 25A or 25B and the learners are housed in their identifying groups 24A, 24B, 25A, & 25B

Each year will display the groups from the previous year just in case their are stragglers and this year we will display next year so we do not need to update the automation too soon. So on the form this year the learners will see the choices of 24A, 24B, 25A, & 25B and each year after it will be the group from that year and the two groups from the previous two years.

@Nived_Nambiar 

[LaneMoreland]

Thank you for your help! This did work for me.

For all who want to see this here are photos.

  To ensure all the options (24A, 24B, & 25A) showed up where I needed the name of the learner I had to create a variable with all of these. On the form they can choose either one of the options for their group and it branches to where they can choose their name. So regardless of which group they are in I just need one thing of dynamic content for any input.

 

The question where they inputted their group ID goes into this variable just before the switch

Then I repeated the create file task across all cases (one per each group ID) changing only the pathway

 

Then finally in  the default case I have it going to a folder where I know I can retrieve it and added an item into a progress tracker to move it just in case there was an issue anywhere I know that the flow would still be completed and the file would be generated.