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Automate movement of files into appropriate folder based off metadata tags

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Posted on by MS-16080004-0

I currently am setting up a Sharepoint library that has two managed metadata columns: one for project name, and one for document type. They both have keywords that come from a pre-made term set that is assigned to the metadata column. My current plan for the folder structure is to have all the projects be displayed, and then have a centralized system where all the projects have the same folders. For example, each project will have a folder for Testing, for Business, etc. These folders will be tagged with the appropriate keywords; if I have a project budget folder, it will be tagged with its project name and its document type.

My goal is to be able to drop a document into the document library, tag it with a keyword for the project name and document type metadata columns, and once I'm done tagging, then have it automatically move it into the folder that has the same metadata column values with a Power Automate flow. However, I'm having a bit of trouble, sometimes there are multiple subfolders within a subfolder; for example, I have a folder for Product Management, but within that folder there's another folder for Project Budgets, but the keyword associated with that folder is just project budget. This makes it a bit hard to just concatenate the keyword names together and move the file to that web address because it will be missing the Product Management component.

This might be a little confusing, so please reach out to me for any clarifications and I will try the best I can without breaking any company policies. I'm currently an intern, so I'm still figuring out some things. Thanks for the help!

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MS-16080004-0 6 on at

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Automate movement of files into appropriate folder based off metadata tags

To be honest, I don't have much of a flow going yet. In the past, I created a flow to move a file into a specific folder, which can be seen below. The compose basically just takes the first part of the file name, and if it matches a folder name, moves it into there.

The sample folder structure would be something like this.

Folders:

Project Planning -> Project Input Form, Project Scorecard

Product Management -> ROI, Project Budgets, IRD

Technical Execution -> Planning,

Alpha Sample: Part Number Registration, Sample Testing
Beta Sample: Part Number Registration, Sample Testing

I'm not really sure how to tackle this new challenge; from other posts I've seen, they took a similar approach and used the file path names to move it into the right place using keywords. However, that might be a little difficult because I'm working with two keywords, but as can be seen from the folder structure above, there are varying layers of folders, like with the Part Number Registration folder falling under a subfolder of Technical Execution folder, which might make it more challenging.

Thanks for responding, and I hope we can work something out!
David_MA 11,500 Super User 2025 Season 1 on at

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Automate movement of files into appropriate folder based off metadata tags

What you want to do can be done, but you will need to show your flow and a sample of the folder structure. When you upload screen shots, be sure to blackout any sensitive data.

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