How to Create a Document Index from Multiple Document Libraries

Dear Jonathan,

Do you need further help?

Your requirement is easy to be achieved by PowerApps.

Here is a demo for your reference.

As an example, I create three libraries for Department1, Department2 and Department3. You can create a collection naming departmentcollection in PowerApps.

Connect the three libraries to PowerApps and insert a table control.

Add a button Create Index Collection to update the libraries' files in PowerApps.

Type Remove(departmentcollection,departmentcollection);ClearCollect(departmentcollection,Department1,Department2,Department3) on OnSelect.

As the Department column is Choice type, type ThisItem.Department.Value on the column text.

Add a text input control as the search box. The xontrol in my environment is TextInput1.

Type Search(departmentcollection,TextInput1.Text,'File name with extension') on Items on the table control as the search resource.

Finally add a button Go to selected item for users to open the file when they select the result file from the table.

Type Launch(DataTable1.Selected.'Link to item') on OnSelect.

Now publish the app and embed it on a site page in SharePoint Online for users to search the files.

Use the Power Apps web part - Microsoft Support

Result:

Welcome to share any update at your convenience.

Your efforts and time are greatly appreciated!

Sincerely

Cliff | Microsoft Community Moderator

Okay, as I understand your response, SharePoint does not currently have the ability to do what I'm looking for.

I will try over at the Power Platform Community to see if there are some Power Automate flows that can assist.

Thank you for the help.

Dear Jonathan Pierce1,

Good day!

I did my research for you, but the built-in features in SharePoint really don't meet your needs. The main reason is that indexing and searching for relevant information does require the use of Azure AI Search service to retrieve the contents of the database, which is difficult for SharePoint to do independently

PowerAutomta can indeed help you automate the collection of other document library data I have also done a survey for you, but unfortunately no direct usable Flow can be found. Please understand that this query is outside of our support boundaries.I have also created a similar thread that is waiting for a response. Master directory (list) from multiple document libraries?

For you to be assisted properly, you can also reach out to Find Answers | Microsoft Power Platform Community to create a new thread. I am sure that our experts from that team can address your query effectively and accurately.  

The reason I ask you to post a new thread is that in Answers forum, we have limited resources and very little knowledge about PowerAutomate and in Find Answers | Microsoft Power Platform Community, you will get the most qualified pool of respondents, and other partners who read the forums regularly can either share their knowledge or learn from your interaction.

Have a nice day and stay safe 😊

Sincerely,

Tin | Microsoft Community Moderator

Thank you for the response, but unfortunately due to restrictions, I cannot use any tools that fall under the AI umbrella. I will need to solve this using only the tools built into SharePoint and maybe some help from Power Automate if required.

Dear Jonathan Pierce1,

Good day! Thank you for posting to Microsoft Community. I am happy to help you

Currently, according to my research, the Azure AI Search service is the primary use for indexing multiple document libraries: SharePoint Online indexer (preview) - Azure AI Search | Microsoft Learn

Please understand that this query is outside of our support boundaries. For you to be assisted properly, please reach out to Questions - Microsoft Q&A); I am sure that our experts from that team can address your query effectively and accurately.  

The reason I ask you to post a new thread is that in Answers forum, we have limited resources and very little knowledge about Azure AI Search and in Questions - Microsoft Q&A, you will get the most qualified pool of respondents, and other partners who read the forums regularly can either share their knowledge or learn from your interaction.

At the same time, I found the following thread, and I noticed that the user there has indexed multiple document libraries, which is the main reason why I think the support staff there can help you:

How to index specific document libraries in SharePoint using Azure AI Search - Microsoft Q&A

Thanks for your cooperation.

Have a good day！

Sincerely,

Tin | Microsoft Community Moderator