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Automations to file documents based on file name

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Posted on by CU21021532-0

Hi all,

We are trying to automate the filing of incoming documents into Sharepoint into specific folders based on the naming convention. For example, all incoming documents have the following naming convention "YYYY.MM.DD_Name_Type" and we would like to deposit these documents into a staging folder in our SharePoint site and then have the automation place them in the correct folders so if the Name is x put it in x folder and if type is y put in x folder then subfolder y. The issue is due to the amount of folders (Names) we have it would be well over 1000 individual automations if we have to specify the destination folder so I need the flow to fill in the destination folder based on the document Name.

I have been attempting to use 'Compose' with the split command to identify the name but am not having any luck.

Thanks in advance for any insight.

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Rhiassuring 8,690 Moderator on at

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Well, let's start with the beginning, the easiest part. "Name". Does "Name" ever have spaces in it? Like, can it be "Pancakes Incorporated" or will it just be PancakesIncorporated?

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grantjenkins 11,063 Moderator on at

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As mentioned, we would need to know if the Name and/or Type can have spaces. This would determine the approach necessary.

Also, would you have a Library with the top level folders be your Name folders, and subfolders beneath these as your Type folders? Or is there a more deeper folder structure required?

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CU21021532-0 12 on at

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Thanks for the responses all. So after playing around with the split command and due to your posts since the names will have spaces in them, and given the fact we can edit our naming convention easily, I now have the document names as "YYYY.MM.DD_Name_Type" with an "_" as the separator. The names could be upwards of 3-4 words and the type at max will be 2 words.

The folder structure is as follows:
All documents are coming in from an automation from box into a folder called "Staging" at the top folder level of our Sharepoint site. The other top level folder is called "General" and contains all the Name folders and then each name folder contains the type folders (the type folders are identical across all the names).

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grantjenkins 11,063 Moderator on at

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Hopefully this will get what you're after.

For this example, I'm using the following folder structure.

See full flow below. I'll go into each of the actions.

When a file is created (properties only) triggers when a new file is uploaded into the Staging folder. Your folder structure will likely be different to this.

Name and Type are Compose actions that retrieve the Name and Type using the following expressions. Note that this assumes the file name structure you mentioned. "YYYY.MM.DD_Name_Type"

//Name split(triggerOutputs()?['body/{Name}'], '_')[1] //Type split(triggerOutputs()?['body/{Name}'], '_')[2]

Create new folder Name and Create new folder Type try to create the folders. If they already exist the it won't do anything, but if they don't exist they will be created. Note that they use the outputs from Name and Type.

Move file uses the Identifier from the Trigger and Full Path from Create new folder Type.

After uploading a file into the Staging folder, it should be moved into the Name/Type folder.

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CU21021532-0 12 on at

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Thank you so much for your help, I can't begin to tell you how helpful this is!

After a few tests it seems to be properly moving the document into its appropriate folder perfectly!

Thanks again for your help.

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