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philxgriffiths
Frequent Visitor

Forms uploaded documents into a folder for each responder

Hi there folks!

I currently have a Form that is attached to a SharePoint and has multiple file upload questions, currently the uploaded files go into /Apps/Microsoft Forms, then there is a folder for each question and each responder's documents end up in these folders. 

What I would like to do is have a folder for each responder, perhaps naming the folder using the responders name from the Form. I've looked at multiple options online that talk about converting to PDF and then putting in another folder etc, but I can't find a solution for my particular scenario that works. 

Basically, I just want a folder for each responder in SharePoint with all their uploaded documents in it. 

I don't mind if the solution ends up essentially copying the originally uploaded documents to a new location. I just want to get a neat and tidy view. 

Is this achievable with a Flow?


1 ACCEPTED SOLUTION

Accepted Solutions

Hi @philxgriffiths 

Sorry, my mistake, I ignored that your Form is created in Sharepoint, in this case, the ‘Get file content’ action from OneDrive should be changed to ‘Get file content using path’ action from Sharepoint, and fill in the file path and file name in the ‘File path’ field.

The 'TestForm' in the path is the name of my test Form.

vLilyWmsft_0-1647304886638.png

Best Regards.

 

 

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12 REPLIES 12
v-LilyW-msft
Community Support
Community Support

Hi @philxgriffiths 

According to your description, you want to save the files uploaded from the Form to SharePoint according to the responder.

I set up a flow, you can take a try with the following screenshots.

vLilyWmsft_0-1645756455115.png

vLilyWmsft_1-1645756464313.png

Schema:

{
    "type""array",
    "items": {
        "type""object",
        "properties": {
            "name": {
                "type""string"
            },
            "link": {
                "type""string"
            },
            "id": {
                "type""string"
            },
            "type": {},
            "size": {
                "type""integer"
            },
            "referenceId": {
                "type""string"
            },
            "driveId": {
                "type""string"
            },
            "status": {
                "type""integer"
            },
            "uploadSessionUrl": {}
        },
        "required": [
            "name",
            "link",
            "id",
            "type",
            "size",
            "referenceId",
            "driveId",
            "status",
            "uploadSessionUrl"
        ]
    }
}
vLilyWmsft_2-1645756503354.png
vLilyWmsft_3-1645756539985.png
vLilyWmsft_8-1645757449790.png

By default, uploaded files from Form are saved in the specified folder of Onedrive. If you want to delete the original file, you can add Delete action to delete it.

vLilyWmsft_5-1645756887633.png

Save and test the Flow.

When I submitted a Form, uploaded files will be saved to a folder named after me in SharePoint.

vLilyWmsft_6-1645757120921.pngvLilyWmsft_7-1645757354403.png

Hope the content above may help you.

Best Regards

If my reply helps, then please consider Accept it as the solution to help the other members find it more quickly.

 

philxgriffiths
Frequent Visitor

Thanks Lily, this looks great! I'll give it a try and let you know 🙂

philxgriffiths
Frequent Visitor

@v-LilyW-msft  Thanks so much for this, I'm not using Get User Profile section as we aren't validating against that, anyone can fill the form out. I've tried using it without that but it fails. I did change the form to get the users details and it worked fine but still failed on the same step with the file.

I get an output of: 

 
  "status"404,
  "message""File not found\r\nclientRequestId

Any ideas? 🙂

Hi @philxgriffiths 

Does your fill the id from ‘Parse JSON’ action in ‘Get file content’ action?

Does your Parse JSON action configured the content I provided it?

Could you please provide the screenshots of the Flow configuration?

Best Regards

philxgriffiths
Frequent Visitor

Thanks for this @v-LilyW-msft, yep I used the JSON that you provided. Here is the flow as I have it. 

flow1.pngFlow2.pngErrflow.png

philxgriffiths_0-1647012164256.png

 



My JSON is: 

{
    "type""array",
    "items": {
        "type""object",
        "properties": {
            "name": {
                "type""string"
            },
            "link": {
                "type""string"
            },
            "id": {
                "type""string"
            },
            "type": {},
            "size": {
                "type""integer"
            },
            "referenceId": {
                "type""string"
            },
            "driveId": {
                "type""string"
            },
            "status": {
                "type""integer"
            },
            "uploadSessionUrl": {}
        },
        "required": [
            "name",
            "link",
            "id",
            "type",
            "size",
            "referenceId",
            "driveId",
            "status",
            "uploadSessionUrl"
        ]
    }
}


I've got multiple upload questions, hopefully that's not an issue, but I have tried it with just one too and it still failed. 

I also tried using the SharePoint connector for 'Get File Content' as all of this is being done in SharePoint, but same result. So I've changed it back to how you had it.

Hi @philxgriffiths 

The Content in ‘Parse JSON’ action only one dynamic content from Forms can be placed.

If you have multiple upload file questions, I'm afraid you need to repeat the Parse JSON and Get file content and Create file steps.

Best Regards.

philxgriffiths
Frequent Visitor

@v-LilyW-msft Thanks so much for that, I've tried it with only one and I still got the 'file not found' error, I'll repeat for each upload.

 

Any idea as to why I'm getting the error though?

Hi @philxgriffiths 

Did you submit a new response, then the Flow was triggered automatically, and then there is an error?

Best Regards

philxgriffiths
Frequent Visitor

@v-LilyW-msft 

I've changed the flow to just use 1 upload question, and put through a new response, but I still get the same error. 

philxgriffiths_0-1647270189875.pngphilxgriffiths_1-1647270229216.png



I do wonder if I should using a OneDrive connector here though? Is that right or should it be SharePoint?

Hi @philxgriffiths 

Sorry, my mistake, I ignored that your Form is created in Sharepoint, in this case, the ‘Get file content’ action from OneDrive should be changed to ‘Get file content using path’ action from Sharepoint, and fill in the file path and file name in the ‘File path’ field.

The 'TestForm' in the path is the name of my test Form.

vLilyWmsft_0-1647304886638.png

Best Regards.

 

 

philxgriffiths
Frequent Visitor

Hi @v-LilyW-msft 

Thanks so much for your help on this, I finally got the flow running successfully and I'm getting the documents in the correct folder as expected. 

It all makes a lot more sense now that we are just talking about SharePoint connectors and a JSON run for each upload. 

 

Very much appreciated! 

philxgriffiths
Frequent Visitor

Hi @v-LilyW-msft 

One other question if you don't mind, if an upload question isn't mandatory on some questions, there may not be a file to copy. Is there a clever way to skip the step and carry on running the flow if no file is found? 

Or do you think I should have a separate flow for each upload question that isn't a required answer on the Form? Or would it be better to use the 'Configure Run After' option?

philxgriffiths_0-1647609130943.png

 

 

Many thanks

Phil.

 

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