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Power Platform Community / Forums / Power Automate / How to prevent a file ...
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Suggested Answer

How to prevent a file created every time pdf files are uploaded

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Posted on by Nat S 23
Hi All,

I have created a workflow to retrieve information from pdf files yet based on the captured information （attached）, every file uploaded will trigger to create a new file and it causes error.
So, I hope if I still use the same folder to upload pdf files, instead of creating new files again, it will continue to add information to the initial file has been created in the first time it is triggered. Is it possible to do so?  I really appreciate your help.
Screenshot 2024-11-13 102851.png
Screenshot 2024-11-13 103547.png
Categories:
Building flows
  • Suggested answer
    eetuRobo Profile Picture
    eetuRobo 4,587 Super User 2026 Season 2 on at
    If I understand correctly both the trigger and the create file -action uses the same folder? That doesn't seem wise especially when you use Form recognizer which has some costs tied to it. I would recommend having different folders. One for the start of the process and then one for the files that get created by the flow.
     
    Or if you really need to have all of it in the same folder then maybe create a condition that checks if the file that triggered the flow has already been processed by the flow.
    So create sharepoint list. Then add create item action to sharepoint list after "Create file" -action. That item would be named the filename. Add condition as the first action after the trigger that checks if the file that triggered the flow is in that sharepoint list. And if it is in the list then terminate flow. And if not then it’s a new file which hasn't been processed yet so continue.
  • Nat S Profile Picture
    Nat S 23 on at
    Hi @eetuRobo,

    it is the point of this workflow. then what is the point if I have to create another workflow to retrieve those files again and combine them into one report?

    I am not using a sharepoint list here.
    When a file is created, I mean it is not only one pdf file but many files. Let’s say pdf a, pdf b, pdf c, pdf d, are uploaded into folder Y with the same month, saying it November 2024. The first pdf a will create the workflow successfully run, let’s call the excel file also november2024.xlsx.

    But pdf b, pdf c, pdf d will make workflow failed because they create new files with same name = november2024.xlsx. While I actually wish that they are supposed to add information into november2024.xlsx; not creating many excel files anymore. I have put the condition after getting files property only. for yes （if the name of the file doesn't exist）create excel= november2024.xlsx, table, add row into a table but for no condition, get table, add row into a table asking for dynamic input which should be from yes condition. It becomes impossible then I tried to make create a table and a row into outside condition yes and no, it failed again.
     

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