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Copy files containing unique IDs in the filenames to existing folders with the same ID in the name

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Posted on by Ever Reddy

Hi. I've found several posts similar to my situation, but none close enough for me to be able to use, so I'm really hoping someone is able to help me out.

Situation:

I have a flow which creates a batch of folders in the root of a library on our SharePoint site, each with unique access permissions based off staff information in a list.
I also have a different library on the same SharePoint site which contains confidential Word documents relating to each staff member.

What I need:

A manually triggered flow that will create a copy of each Word document in the folder with the matching ID.

The file names are formatted: '<last name>, <first name>, <staff ID>, <document type>'

The folder names are formatted: '<last name>, first name (<staff ID>) '

So for example I need the flow to copy file 'Bloggs, Joe, 123456789, personal info.docx' into folder 'Bloggs, Joe (123456789)'.

Is there any way this can be done? I assume it will need to involve the split function and one or two arrays, but I'm not quite sure how.

Any help would be hugely appreciated!

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Building flows

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Korhanh 20 on at

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Hello

To copy Word documents into specific folders for each staff member in SharePoint using Power Automate, you can follow these steps:

Create a New Flow with Manual Trigger.

Define Variables for Document and Folder Names.

Use the split() Function to Parse the Document Name (e.g., last name, first name, staff ID).

Construct the Folder Name (e.g., <last name>, <first name> (<staff ID>)).

Use the "Get files (properties only)" Action to retrieve documents and loop through them to copy into the appropriate folder.

If you have an existing workflow you developed for this, could you share it with me? This way, we can try to find a solution based on that flow.

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Meekou 200 Moderator on at

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For your requirement to copy file 'Bloggs, Joe, 123456789, personal info.docx' into folder 'Bloggs, Joe (123456789)'., you will need to extract folder path and file name from 'Bloggs, Joe, 123456789, personal info.docx'.

Try to follow steps eblow:

Add Compose to split the original file name by ,

split(outputs('FileName'),',')

Add Compose to build the target folder name

concat(outputs('Split_Path')[0],',',outputs('Split_Path')[1],'(',outputs('Split_Path')[2],')')

Add Compose to get filer name

outputs('Split_Path')[3]

Regards,

Meekou

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Ever Reddy 2 on at

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@Meekou Thanks for your speedy reply, and my apologies if I'm missing something, but I'm relatively new to PA and it's my first time using the split function. I assume 'FileName' and 'Split_Path' in your example should be replaced with dynamic values, but I'm not quite sure which these should be?

Could you also explain the steps you've given in the context of a flow that will be looking up all the files saved in one folder and copying each into it's individual named folder?

I'm assuming the flow will need to look something like this?

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