Save Attachments from Existing SharePoint List to Document Library and Create Individual folders

Question

Save Attachments from Existing SharePoint List to Document Library and Create Individual folders

Australia 1

Hi @Echo Du_MSFT and fellow Power Automate veterans,

I have been trying to follow this post and so far I've been really enjoying the learning process:

https://learn.microsoft.com/en-us/answers/questions/82189/copy-attachments-from-existing-sharepoint-list-to.html

The post teaches us how to save attachments to one Document Library but is it possible also to save them to individual folders?

My scenarios is that a user attaches new files to the list against
item 1 'Case 1 John Smith - 20.10.2020'
item 2 'Case 2 Amy Citizen - 31.10.2020'

I would like the attachments to be automatically saved in Document Library in the following convention:

Document Library > Folder (Case 1 John Smith - 20.10.2020) > Attachments x, y, z

Document Library > Folder (Case 2 Amy Citizen - 31.10.2020) > Attachments x1, y1,

And hope that the flow is smart enough to

skip creating a folder if the same folder name already exists and
save the new attachments and not overwrite existing attachments that are already in the folders?

Thank you.

JoyZ 18,111 Reputation points

2020-10-21T01:48:18.107+00:00

I am currently looking into this issue and will give you an update as soon as possible.

Thank you for your understanding and support.
Australia 1 Reputation point

2020-10-21T02:00:11.913+00:00

Awesome. Thank you @JulieWang-MSFT :)
JoyZ 18,111 Reputation points

2020-10-27T05:42:03.72+00:00

Hi @Australia ,

I’m checking how the things are going on about this issue. Whether the post helps you?

You can accept the post as answer if it helps.

Thank you for your understanding and support.

2 answers

Your answer

JoyZ 18,111 Reputation points

2020-10-21T01:48:18.107+00:00

I am currently looking into this issue and will give you an update as soon as possible.

Thank you for your understanding and support.
Australia 1 Reputation point

2020-10-21T02:00:11.913+00:00

Awesome. Thank you @JulieWang-MSFT :)
JoyZ 18,111 Reputation points

2020-10-27T05:42:03.72+00:00

Hi @Australia ,

I’m checking how the things are going on about this issue. Whether the post helps you?

You can accept the post as answer if it helps.

Thank you for your understanding and support.

Answer 1

JoyZ 18,111

Hi @Australia ,

The Flow will trigger when an item is created in a particular list.

The first action would be get the attachments from a particular item submitted.

Next, we get file contents using the file identifier "id" which obtained from ‘Get attachments’ action.

Meanwhile, use the Compose action to create a relative path using Title from the item created action.
(In this case the title value looks like this: Case 1 John Smith - 20.10.2020, this will also skip creating a folder if the same folder name already exists)

Lastly, create the files in the particular folder created above, If the name of the new attachment is the same as a file name in the current folder, the error "A file with the name xxx already exists" will occur, in order to avoid the error, using the unique item id --- Attachments Display name as the new file name:

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Australia 1 Reputation point

2020-10-21T06:26:29.123+00:00

Hi @JulieWang-MSFT
Thanks for such an informative solution. Love your attention to detail.
I have followed your steps but my flow doesn't get triggered when a new attachment is attached to one of the rows on the list.
I wonder if it's because my trigger is "when an item is created" whereas I can see yours is "when a new item is created"?

However, I don't seem to have "when a new item is created" as an option in Power Automate.
Australia 1 Reputation point

2020-10-21T06:40:30.01+00:00

@JulieWang-MSFT
Please disregard my previous message. I managed to get "when a new item is created" trigger from another Power Automate template. :)
The problem, however, still persists. I am unable to trigger my flow when a new attachment is attached to one of the rows on the list.
JoyZ 18,111 Reputation points

2020-10-21T06:43:24.873+00:00

Hi @Australia ,

The trigger will start when you create a new item, not triggered when a new attachment is attached.

I will test for you and update this post as soon as possible.
Akshansh 1 Reputation point

2020-10-28T07:14:34.727+00:00

Thanks a lot for the detailed procedure. I could follow along with every step that you have mentioned but got stuck at the end. I am unable to select "File Content" for my file. Could you please help me find it? I'm probably doing something wrong.
I'm sharing the image, FYR.

Thanks!
JoyZ 18,111 Reputation points

2020-10-29T01:59:15.217+00:00

Hi @Akshansh ,

Can you provide a complete flow actions for further troubleshooting?

Make sure the Get file content action has the correct settings.
Akshansh 1 Reputation point

2020-10-29T02:33:23.64+00:00
Hey Julie,
I had followed the process as per your screenshots in your post.

Trigger: when an item in a SharePoint list is created or modified

Get attachments using the ID

Apply the control: body for each ID.

Create a folder path

Create a file inside the folder path chosen. (this is the step which is not showing me the options as per your screenshot).

I have also attached a screenshot of my process summary, for your reference.
The only change that I have done is that the process is set to "Created or Modified" whereas, you chose "Created" only.
Let me know if there's anything else I am missing.

Thanks a lot for the help!
Akshansh.
Akshansh 1 Reputation point

2020-10-29T02:49:12.69+00:00

Let me also give you a brief of what I am trying to achieve. I work in recruitment, and I am trying to create automation for the candidate profiles that my team finds.
The idea is that when we add candidate information to our SharePoint List, then the resume for that candidate should automatically get saved in the shared SharePoint folder. Correspondingly, any update made to the list (candidate's status - shortlisted, rejected, negotiating, etc.) should automatically get updated in the file name of their resume.
That way, whenever we need to screen the candidates, we can easily check our SharePoint folder and get the historical record.
The file name that I am trying to create includes: candidate name, status, and posting date.

I hope that paints a clearer picture.
JoyZ 18,111 Reputation points

2020-10-29T08:53:45.22+00:00

Hi @Akshansh ,

This doesn't applied to trigger: When an item is created or modified.

In my test, the trigger is: When an item is created.
Akshansh 1 Reputation point

2020-10-30T03:59:41.03+00:00

Okay, Julie.
Let me try to update my Flow and see if it works.

Question: if the flow updates only when an item is created, will the file name reflect the status?
Akshansh 1 Reputation point

2020-10-30T04:36:27.6+00:00

Dear Julie,
Based on your suggestion, I re-made the flow. But, I'm still unable to see the "Get File Content" in my Dynamic Content dropdown.
Please guide.
Akshansh 1 Reputation point

2020-10-30T10:47:39.07+00:00

Update:
It worked. I was creating the flow incorrectly. The steps were supposed to be inside "Apply to each". I had created them outside. That's why it wasn't working.

I have created it for the new file. It also works with file modification, but then it creates duplicate files instead of updating the old one.

Thanks for the help, Julie.

Answer 2

Australia 1

@JulieWang-MSFT ,
Thanks for the reply again. I noticed the flow can now be triggered when I attach an attachment, using "when an item is created or modified". However, it does not seem to produce the desired output.

What we wanted to see is:
Document Library/Case 1 John Smith - 20.10.2020/> attachments x.pdf, y.pdf, z.pdf
(where z.pdf is the only new attachment, the other two are existing attachments)

However in reality, the flow produces:
Document Library / x.pdf (folder name) / x.pdf,
Document Library / y.pdf (folder name) / y.pdf,
Document Library / z.pdf (folder name) / z.pdf

JoyZ 18,111 Reputation points

2020-10-22T09:32:14.11+00:00

Hi @Australia ,

Per my research, "Get attachments" action in flow will retrieve all attachments.

I couldn't find proper way to get the newly added attachments.

We suggest you post this issue in the Microsoft Power Automate Community for more professional support:

https://powerusers.microsoft.com/t5/Microsoft-Power-Automate/ct-p/MPACommunity
Australia 1 Reputation point

2020-10-22T13:13:16.723+00:00

Hi @JulieWang-MSFT ,

Thanks again for your follow up on this.
No worries. So the new attachments are saved directly to the list. I just wanted to make sure if there is a way to identify these new attachments and save them to the Document Library.

Many thanks again for your time and effort looking into my ticket. :-)
JoyZ 18,111 Reputation points

2020-10-23T00:57:42.377+00:00

Hi @Australia ,

If you find any answer helpful to you, please remember to accept it as answer.

Thank you for your understanding.

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Save Attachments from Existing SharePoint List to Document Library and Create Individual folders

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