When a File is Created, Add Line Item

[jackp514]

Hello,

We are trying to automate our AP archiving and approval process using Flow.

My idea is use the "When New File is Created, Add List Item" to a custom list on Sharepoint. 

We want to be able to drop the files (invoices in this case) into a Vendor's folder which will be inside an Accounts Payable folder. Can you set up this trigger to watch all the subfolders inside the AP folder and create list items?

I don't want to have to set up an individual Flow for every single folder for our 1,000+ vendors.

[efialttes · Accepted solution]

@jackp514 

Let's see if I understood it. So, you have a parent folder "Accounts payable" with 1,000+ subfolders, one per vendor, right?

And, you tried to use the parent folder as input for the trigger, but adding a new file to a subfolder did not trigger your flow, right?

[jackp514]

@Anonymous Yes I do not know exactly how to set up the flow so it triggers on subfolders as well. The only thing I see myself able to do is create a Flow for every Vendor Subfolder so that when new invoices are added, it always creates a line item.

[efialttes]

@jackp514 

So, if the flow triggers on subfolders as well, what's the problem then?

I mean, all new Files are created in their corresponding Vendor subfolder, right? Or they are created in the parent folder, and you need to move them to the right subfolder depending on any other input you receive (created by, file name, etc)?

[jackp514]

@efialttes No I just want to know how I set the Trigger of the Flow to also watch all the subfolders inside the Parent Folder I'm creating.

DocuLibrary>Accounts Payable> Vendor#1

DocuLibrary>Accounts Payable> Vendor#2

I know I can create the Sharepoint Trigger: "When a File is Created, Create List Item" and make it watch the parent Folder (DocuLibrary>Accounts Payable) but how do I make it run if a new file is added to one of the vendor's subfolders.

The way I currently see it, is that I have to make a unique Flow for each Vendor's subfolder. Have a specific Flow set up to watch DocuLibrary>Accounts Payable>Vendor#1, then Copy and paste the Flow and change it to then watch DocuLibrary>Accounts Payable>Vendor#2. Rinse and repeat for every single unique Vendor folder we will make.

Please tell me I'm wrong here. I just want Flow to trigger on any subfolder change.

[efialttes · Accepted solution]

Hi again

Thanks for the feedback, I misunderstood you previous answer.

According to this post https://stackoverflow.com/questions/51928514/microsoft-flow-sharepoint-when-a-file-is-created-trigge... the Sharepoint Trigger "When a file is created" is executed also if file is created on subfolders. This post if from 2018, so not sure it is still working as you expected.

Please also note there are two triggers very similar on Sharepoint connector:

When a file is created in a folder

When a file is created (properties only)

The first one allows you to specify an input folder, the second trigger allows you to specify an input library (i.e. including its subfolders) or optionally to specify an input folder for that library.

Hope this helps