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Adding a prefix to a filename using tagged metadata

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Posted on by leightonmjones

Hi,

My office is moving to SharePoint Online and I want to try and make as much use of the automation opportunities as possible.

I am looking for help with the following:

When a file is uploaded to the document library a prefix is added to the filename taking from the tagged metadata. So for instance if the file is tagged as Company "A" then the prefix "A"-FileName is added to the file i.e A-Business Case. This would also be true for Company"B" and so on.

Grateful for any help that can be provided

Thanks

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Using flows

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efialttes 14,756 on at

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Hi!

As far as I know Power Automate cannot rename files from a Sharepoint Library. If so, a common workaround is to let Power Automate to create a copy of the original file with the new name and replicate metadata, then delete the original file. In such case, 'Created' 'Modified' values will differ, also 'Created by' 'Modified by'.

Does this second approach fit with your requirements?

Thiese threads can be useful starting points:

https://powerusers.microsoft.com/t5/General-Power-Automate/Renaming-a-File-in-SharePoint-Online-using-Flow/td-p/209549

https://powerusers.microsoft.com/t5/Building-Flows/Renaming-a-File-in-SharePoint-Online/td-p/176708

Thanx!

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leightonmjones 2 on at

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Thanks for the reply @efialttes

I think the second approach would still fit my requirements would the created by show as a System Account I assume?

Do you have any examples of this flow? Apologies I am really new to all this

Thanks

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efialttes 14,756 on at

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Hi!

"would the created by show as a System Account I assume?"

Your flow will be executed with credential from a specific user.. this same user will be the one shown in 'created by'. Some organizations define a user just for this purpose, I guess

One more question... one problem we will face is that 'when a file is created' triggers even though metadata are not yet set. I cn think on different approaches to solve it:

-some Flow designers decide to add a Delay action block assuming all metadata will be added in less than X minutes

-some other decide to run a flow every night identify files created the day before and do their magic

-some others prefer to use 'when a file is created or modified' use a conditional trigger to check needed metadata value is available, if not yet terminate the flow. So each time you add/modify a the condition will be evaluated

So, according to your requirements, which of these three aproaches fits better?

Thanx!

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