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Group Form file uploads

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Posted on by michalison

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I have a group form that can have up to 6 participants (a section per participant) and each participant has the option to upload 3 file uploads (as below) - I need to write a power automate that when a new response is submitted it creates a folder for the the group referral and then uploads any file uploads from all of the participants into the folder (there is not always 6 participants and there are not always 3 file uploads per participant) I have been working on this for weeks without success. As its a group folder the files are auto stored in share point when the form is submitted - does anyone know how to do this

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ninihen 153 on at

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Do you mean in one form response, you have up to 18 questions that may contain an attached file?

If that's the case, after the trigger "When a new response is submitted", you first find the question id from the output of the trigger. It would look like
"r3fd62bdf1c134737b28b94e122ec1888": "[{\"name\":\"filename.png\",\"link\":\"https://dummysharepointsitename/Documents/Apps/Microsoft%20Forms/oooo/xxxxx/filename.png\",\"id\":\"01NBVWEIGJJ5HPMDBBDZF2VJ7JCBOYBIWN\",\"type\":null,\"size\":4941,\"referenceId\":\"01NBVWEIG4SKKHDXH2LVDYFM5E6ZTOERDD\",\"driveId\":\"b!TgQk_TvZeEO8B6xFMef2AXM7BVgaEIxMtEKhHudNYmnm4zC5jaJ5S5HTACZhs5gF\",\"status\":1,\"uploadSessionUrl\":null,\"badgerToken\":null}]"

r3fd62bdf1c134737b28b94e122ec1888 is the ID of the question. Because not every participant will upload every file, you need to guard against empty fields, otherwise json() will throw on the first empty one. Use a compose like:

if(empty(outputs('Get_response_details')?['body/r3fd62bdf1c134737b28b94e122ec1888']), json('[]'), json(outputs('Get_response_details')?['body/r3fd62bdf1c134737b28b94e122ec1888']))

So it returns either a clean json of the attachment, or an empty array if no file was uploaded for that question:

[
    {
        "name": "filename.png",
        "link": "https://dummysharepointsitename/Documents/Apps/Microsoft%20Forms/oooo/xxxxx/filename.png",
        "id": "01NBVWEIGJJ5HPMDBBDZF2VJ7JCBOYBIWN",
        "type": null,
        "size": 4941,
        "referenceId": "01NBVWEIG4SKKHDXH2LVDYFM5E6ZTOERDD",
        "driveId": "b!TgQk_TvZeEO8B6xFMef2AXM7BVgaEIxMtEKhHudNYmnm4zC5jaJ5S5HTACZhs5gF",
        "status": 1,
        "uploadSessionUrl": null,
        "badgerToken": null
    }
]

Do it for all 18 questions. Append each result to an array variable.

Then use a For each on the array. Inside the loop, you can use the id field from the JSON with the SharePoint "Get file content" action.

Once you have the file content, use "Copy file" in SharePoint to recreate it in your group's folder. Folder path = the dynamic folder you create per group referral, file name = item()?['name'], file content = the output from Get file content.

Let me know if this makes sense to you.

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michalison 113 on at

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thank you had to do a few tweeks but it worked

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