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Create shortcut for newly added SharePoint item

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Posted on by Automatenoob94

Hi,

I'm trying to create a flow that when a file is added to a folder on a SharePoint site it automatically creates a shortcut in another folder on the same SharePoint site due to needing duplicates across folders but having a data limitation set by my organisation.

I'm trying to create a flow for that that does the following steps:

When a file is created/added in specified folder
A new item is created (shortcut link) that has the same filename as the original (ending .URL is also fine).

I've managed to make a URL but it isn't linking correctly to the original document.

My flow is as follows:

When a file is created

Site address and folder id is fine as picked from lists

Create file

Again site address and folder path is fine.

File name: replace(triggerOutputs ()['headers']['x-ms-filename'], '.'))),'')

File content: x-ms-file-path-encoded

I'm new to this so I wouldn't be surprised if I have gone about this the wrong way. But using the share link doesn't lead to what I am looking to do and this doesn't seem to be a request that I can see anyone else has made. Any help would be appreciated

Categories:

Building flows

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Ellis Karim 11,684 Super User 2025 Season 2 on at

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You can use the following trigger: When a file is created (properties only) and then save the file property Link to item to your second list:

What should happen if the file is deleted or renamed?

Ellis
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Automatenoob94 3 on at

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Ah thanks for responding so quickly!

Just to confirm, when you say 'save the file property link to item to your second list' is that then the create file step that I was doing before?

As to your follow up questions, because of retention periods the folder that the link is in would be deleted at the same time as the original document. I would like to have the name update in the case that the original needs renaming but hadn't dared to think of that step at this point.

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Ellis Karim 11,684 Super User 2025 Season 2 on at

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You will need to store the Link to the item AND the file's Item ID in List#2, and perhaps even the filename:

However, you may want to re-think the business reasons for creating this flow (i.e. storing the link to the file item and its ID and filename in a second list). The flow will become complex and will trigger each time anyone makes a change to the file properties or content, and you will need to determine if the filename has changed, or if the item has been deleted (the delete file action may require its own flow?).

Is there a different option that can provide the outcome your Organisation desires? Why do they need this specific flow solution to be implemented? What are they wanting to protect against?

Ellis

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