PA flow to manage metadata in SP library columns

[TomA1]

Hi everyone, 

I'm new to Power Automate (no-code person), 

Here is my use case : 

I have to manage 2 different metadata when adding a document within a folder in my library. 

One column is "Supplier Name", I'd like for this column to be filled in with the folder's name

Another column is "Document Type", I've created a little excel file that lists a few keywords and has a metadata tag value attached in the second column. The idea would be for the flow to ID the keyword in the document's name, check the excel sheet & add the relevant metadata tag in the proper column. For instance, i get "NDA" in my document's name, I'd like for the flow to add "NDA" as metadata value in the "Document Type" column. 

Hereafter is the "draft" flow I've started to create : 

Any help will be appreciated 🙂 & I wish you a nice day. 

Regards 

Tom

[MarkBandR]

Hi  @TomA1

You might want to consider using a SharePoint List instead of an Excel file. The process would be generally the same.

You would get all the rows from your source. You would add a "Apply To Each" Action. In the "Apply To Each", you would add a "Condition" Action that checks if the Filename contains the "Keyword" field. If it does, then append the "Metadata tag" to an Array. After the "Apply To Each", you would add an "Update file properties" action to set your "Document Type" column.

This is a rough general layout:

You would need to specify the "column" to add to the "Tags" array.

-Mark

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[TomA1]

Hi @MarkBandR , 

Firstly, thanks for your time & help.

I've setup a list to manage the MD tags, hereafter is my general flow so far (no detail regarding what's inside of the bricks) : 

The MD tag still won't apply, I might have done something wrong but I don't get any error messages hence not being able to ID the mistake. 

Do you have a clue of what's not happening ? 🙂 

Once again, thanks for your time & help. 

Regards

Tom

[MarkBandR]

Hi @TomA1 

Change your "Trigger" (the first box in your flow) from "When a file is created or modified" to "When a file is created (properties only)". If you use the current Trigger you have selected, you can get into an issue where the "Update" Action causes the flow to run again and you end up in a never-ending loop.

The "Update file properties" should not be in a "For Each". For debugging, add a "Compose" Action right before the "Update file properties" Action. In the "Compose", put a reference to the Tags Array. This will allow you to see what the "Tags" array is set to and determine if your "Condition" check is working properly.

You did not say what Type of field the "Document Type" field is? Are you using "Multiple lines of text", a choice field? That will determine how the field is set. In the sample I did, I made "Document Type" a "Multiple lines of text" field. It was set to: ["NDA","DOC"]

-Mark

If I've answered your question or solved your problem, please mark this question as answered. This helps others who have the same question find a solution quickly via the forum search. If you liked my response, please consider giving it a thumbs up.

[TomA1]

Hi @MarkBandR , 

Thanks for your reply, regarding the "Document Type" field, I'm expecting a single line of text (i.e a single MD tag as, in my scenario, a document can only be of one kind of type) 

Regarding the for each actioons, it seems to be automatically added with the "new designer" enabled which i disabled. 

Hereafter is the detailled flow so far : 

Flow fails when arriving at the condition step