Save documents to an existing Share Point customer library

[Mids]

Dear all,

I really need your help, because I'm a total Power Automate Newbee.

We create several invoices for our customers each quarter, which are then saved manually in a folder structure in SharePoint.

There is a folder for each customer (folder name = customer name). In each customer folder there is a subfolder (Verwaltung).

The document/invoice is called “Invoice number _customer name_additional info”

I would like to automate that all documents in a (dummy)folder are copied in the corresponding customer folder in the sharepoint under the subfolder (Verwaltung) at the push of a button/ or automatically when they are created.

If the customer name does not exist, feedback would be good.

I failed because I don't know how to set the variable or whether I can somehow create a translation table - which folder belongs to which customer.

I would be grateful for help

BW Mareile

[abm]

Hi @Mids 

Could you clarify the below:

1. Where you originally create the documents?

2. What's the format of the filename?

3. Where I can get the customer name relating this document?

Thanks

[Mids]

Hi @abm 

thank you for your response.

Let me explain:

1. Where you originally create the documents?

From CRM Dynamics, I create the documents as MS Word files. At the moment, I save them manually in Sharepoint in the customer folder in the subfolder.
Soon, I will be able to download the documents as a zip file. The zip-file will contain all invoices for all customers in a specific period. Then I extract them into a collection folder (Dummy) in Sharepoint. And from there the automatic system should then process them into the customer library (SharePoint)

2. What's the format of the filename?

MS Word files

3. Where I can get the customer name relating this document?

In sharepoint we have a library where each folder has the name of the customer.

For example: MusterfirmaXY

The document is named invoicenumber_customer name_date

For example: 12345_MusterfirmaXY_1.Quartal 2024

[Mids]

Hello @abm,

thank you so much for response.

I try to explain it better:

1) The documents are created in CRM Dynamics and output as a MS Word file.

I than save them manually in Sharepoint under -> customer folder -> subfolder.

But I can also get an export of all invoices of all customers as a ZIP file. This also contains single MS Word files. I extract these into a Sharepoint collection folder (dummy).
From there Power Automate should save the documents in the corresponding customer folders.

2) They are exclusively MS Word files

3) The folder structure in the Sharepoint is set up so that each customer has a folder.

The folder name = customer name, example: CompanyXY

The document has the name = Invoice number_Customer name_Date
Example: 12345_CompanyXY_01.Quartal2024

[abm]

Hi @Mids 

Thanks for your reply. 

"But I can also get an export of all invoices of all customers as a ZIP file. This also contains single MS Word files. I extract these into a Sharepoint collection folder (dummy)."

Above you mentioned you have few files and finally create a zip file save to a folder (dummy)? So you want the zip file to copy to that relevant customers folder directory? If so what's the format of the zip file? Is that contains the customer name so that we can extract the folder from the filename and move automatically to the relevant directory. Please confirm.

Thanks

[Mids]

Hello @abm,

I'm happy to hear from you.

Actually, the zip file is not that important.
I extract the documents and simply move them to a folder in the sharepoint. Then they are all already Word files. Picture attached. Putting word files here should be the trigger:

Than there are the customer folders with subfolders:

Actually I managed to automate something like this:

I trigger the process with putting documents into the folder.

But then the system creates new folders for each invoice and saves the invoice in this new folder.

I can't find the right variable to put the file into excisting customer folders.

Thank you a lot for your help.

[abm]

Hi @Mids 

How you creating this folders?

So from the filename I can see the foldername is there

split(outputs('Compose'),'_')?[1]

Using this you can get the folder name from the filename. Then when you create the file construct the filepath using the folder name you obtained from the filename. 

If you need further help in this please let me know.

Thanks

[Mids]

Dear @abm,

thank you so much for your help!

I was able to follow your path very well. Now I can match the document name with the folder name.
Unfortunately, I still don't understand how to tell the program that I want to save the new file into that one specific folder, I extracted from "Composing"

I thought I could "list folder" and than somehow make a if-than option:

If Compose 2 is the same as Displayname of the folder = Create document in this folder

Otherwise give me an error-protokoll or something.

But it always say "false" in my case. 😞

[abm]

Hi @Mids 

Use the below action step. Here under the Folder Path you can pass your dynamic path as a variable.

[Mids]

Hello @abm,

I tried to add your advice in my program. The part of the compose works well. But always in the end of when I try to create or move a file it can't find the destination path.

This is what I have so far. I tried it with "move to" instead of "create file".

This is what I have so far

Compose gives the right Output.

But there is an error in the "move" option:

It always tell me that the destination path can't befound. Or the test runs into timeout.

Hopefully I can explain the problem correctly.

Thank you very much for your time.

[abm]

If you are using the move file then both of the library columns should exactly be the same. If not it won't work. Also if you are using the move file you don't need to use the get file content. If the destination field names are different then you need to use the Get file content and use create file using path to create a new file to that destination folder.

Thanks