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Forms uploaded documents into a folder for each responder

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Posted on by philxgriffiths

Hi there folks!

I currently have a Form that is attached to a SharePoint and has multiple file upload questions, currently the uploaded files go into /Apps/Microsoft Forms, then there is a folder for each question and each responder's documents end up in these folders.

What I would like to do is have a folder for each responder, perhaps naming the folder using the responders name from the Form. I've looked at multiple options online that talk about converting to PDF and then putting in another folder etc, but I can't find a solution for my particular scenario that works.

Basically, I just want a folder for each responder in SharePoint with all their uploaded documents in it.

I don't mind if the solution ends up essentially copying the originally uploaded documents to a new location. I just want to get a neat and tidy view.

Is this achievable with a Flow?

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Using flows

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v-LilyW-msft on at

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Hi @philxgriffiths

According to your description, you want to save the files uploaded from the Form to SharePoint according to the responder.

I set up a flow, you can take a try with the following screenshots.

Schema:

{

    "type": "array",

    "items": {

        "type": "object",

        "properties": {

            "name": {

                "type": "string"

            },

            "link": {

                "type": "string"

            },

            "id": {

                "type": "string"

            },

            "type": {},

            "size": {

                "type": "integer"

            },

            "referenceId": {

                "type": "string"

            },

            "driveId": {

                "type": "string"

            },

            "status": {

                "type": "integer"

            },

            "uploadSessionUrl": {}

        },

        "required": [

            "name",

            "link",

            "id",

            "type",

            "size",

            "referenceId",

            "driveId",

            "status",

            "uploadSessionUrl"

        ]

    }

}

By default, uploaded files from Form are saved in the specified folder of Onedrive. If you want to delete the original file, you can add Delete action to delete it.

Save and test the Flow.

When I submitted a Form, uploaded files will be saved to a folder named after me in SharePoint.

Hope the content above may help you.

Best Regards

If my reply helps, then please consider Accept it as the solution to help the other members find it more quickly.

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philxgriffiths 25 on at

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Thanks Lily, this looks great! I'll give it a try and let you know 🙂

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philxgriffiths 25 on at

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@v-LilyW-msft Thanks so much for this, I'm not using Get User Profile section as we aren't validating against that, anyone can fill the form out. I've tried using it without that but it fails. I did change the form to get the users details and it worked fine but still failed on the same step with the file.

I get an output of:

"status": 404,
"message": "File not found\r\nclientRequestId

Any ideas? 🙂

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v-LilyW-msft on at

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Hi @philxgriffiths

Does your fill the id from ‘Parse JSON’ action in ‘Get file content’ action?

Does your Parse JSON action configured the content I provided it?

Could you please provide the screenshots of the Flow configuration?

Best Regards

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philxgriffiths 25 on at

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Thanks for this @v-LilyW-msft, yep I used the JSON that you provided. Here is the flow as I have it.

My JSON is:

{
    "type": "array",
    "items": {
        "type": "object",
        "properties": {
            "name": {
                "type": "string"
            },
            "link": {
                "type": "string"
            },
            "id": {
                "type": "string"
            },
            "type": {},
            "size": {
                "type": "integer"
            },
            "referenceId": {
                "type": "string"
            },
            "driveId": {
                "type": "string"
            },
            "status": {
                "type": "integer"
            },
            "uploadSessionUrl": {}
        },
        "required": [
            "name",
            "link",
            "id",
            "type",
            "size",
            "referenceId",
            "driveId",
            "status",
            "uploadSessionUrl"
        ]
    }
}

I've got multiple upload questions, hopefully that's not an issue, but I have tried it with just one too and it still failed.

I also tried using the SharePoint connector for 'Get File Content' as all of this is being done in SharePoint, but same result. So I've changed it back to how you had it.

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v-LilyW-msft on at

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Hi @philxgriffiths

The Content in ‘Parse JSON’ action only one dynamic content from Forms can be placed.

If you have multiple upload file questions, I'm afraid you need to repeat the Parse JSON and Get file content and Create file steps.

Best Regards.

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philxgriffiths 25 on at

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@v-LilyW-msft Thanks so much for that, I've tried it with only one and I still got the 'file not found' error, I'll repeat for each upload.

Any idea as to why I'm getting the error though?

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v-LilyW-msft on at

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Hi @philxgriffiths

Did you submit a new response, then the Flow was triggered automatically, and then there is an error?

Best Regards

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philxgriffiths 25 on at

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@v-LilyW-msft

I've changed the flow to just use 1 upload question, and put through a new response, but I still get the same error.

I do wonder if I should using a OneDrive connector here though? Is that right or should it be SharePoint?

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v-LilyW-msft on at

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Hi @philxgriffiths

Sorry, my mistake, I ignored that your Form is created in Sharepoint, in this case, the ‘Get file content’ action from OneDrive should be changed to ‘Get file content using path’ action from Sharepoint, and fill in the file path and file name in the ‘File path’ field.

The 'TestForm' in the path is the name of my test Form.

Best Regards.

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