Moving attachments from a list to a document Library, Maintaining metadata

[OthelloJones]

I am currently managing a process that involves the use of a SharePoint list to request and track the completion of Knowledge Articles within our organization. This process is vital for maintaining and disseminating institutional knowledge effectively. The list serves as the initial point where requests for new knowledge articles are logged, and their progress towards completion is meticulously tracked.

Current Process Overview:

Request and Tracking: We utilize a SharePoint list where each item represents a request for a new Knowledge Article. This list includes various details such as the title of the article, the requester's information, due dates, and most importantly, the current status of the article (e.g., Pending, In Progress, Completed).
Knowledge Article Storage: Upon the completion of an article, it is currently manually attached to the corresponding item in the SharePoint list. Our practice is to store the final versions of these articles in a separate SharePoint Document Library, designated for housing all completed Knowledge Articles.

Challenge:

Our process requires manual intervention to move the attachments from the list to the Document Library once an article's status changes to "Completed." This manual step is time-consuming and prone to human error, affecting our efficiency and the reliability of our knowledge management system.

Request for Assistance:

I am seeking guidance or assistance in creating an automated flow that can seamlessly handle the transfer of attachments from our SharePoint list to the Document Library, triggered by the change of an article's status to "Completed." This automation would significantly streamline our process, reduce manual workload, and enhance the accuracy of our Knowledge Article repository.

Specific Needs:

Automated Transfer: A flow that automatically moves the attachment from the list item to the Document Library once the status of the article is marked as "Completed."
Metadata Preservation: It's crucial that the flow also transfers or replicates any relevant metadata from the list item to the document properties in the Document Library, ensuring that each article retains its context and can be easily searched or referenced.

Notification or Confirmation: If possible, the flow should also notify the requester or the knowledge management team once the transfer is successfully completed, providing a link to the article in the Document Library.

[David_MA]

This is definitely doable. These actions should accomplish what you need:

For the trigger action you will want to add a trigger condition so it only runs when the Status is completed. You will need to add another trigger condition, or the flow will run again if the list item is updated again, and the status is still completed.

@equals(triggerOutputs()?['body/Status/Value'],'Completed')

The above actions do the following:

1. When an item or file is modified triggers the follow when it meets the trigger conditions (Status eq Completed and then something else you would set so the flow doesn't trigger again.
2. Get attachments will get the file attachments based on the ID of the trigger.
3. The first Apply to each action will run on each file attached. Use Body in the Output from a previous step and Item will run on the Body from the Get attachments action.
4. The second Apply to each action will run on the Item value from the Get attachments action.
5. The Get file content uses the Id from the Get attachments action.
6. Create file will create the file in your document library using the DisplayName from the Get attachments action and the File Content from the Get file content action.
7. Get files properties will get the link to the newly created file using the ItemId from the Create file action.
8. And the Send an email action (V2) you can use for the notification with the Link to item value from the Get files property.
9. And the last Update item action will be what you can use to set a value in your list so the flow doesn't trigger again if the item is modified and the status is completed.

 I have not tested the above, but it should work.