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I get a lot of PDF files that I am needing to save into sharepoint. The file name in share point needs to follow a set system, but the incoming files do not.

The incoming files have a drawing number, drawing name and revision in the PDF file name but not in a set order.

E.g Drawing Number - (Revision) - Drawing Name

Drawing Number - Drawing name - Revision

Drawing Name - Revision.

The revision is not consistent either as it could be nearly anything e.g. A, B, C or Rev 01, Rev 02, Rev 03 or Rev A, Rev B, Rev C or P1, P2, C1, C2

I would like power Automate to identify each aspect of the incoming naming convention and return the files in the format. Drawing Number - Drawing Name and have the revision as Metadata to save into sharepoint.

Not sure if its best to have a system that tries this itself or asks for an example of one file to then set the rules for the rest of the upload. Also not sure how best to build this power automate so any help would be aprecaited.

Categories:

Building flows

If you do not get a solution for doing this through Power Automate, I suggest that you look into Sharegate. It allows you to export an Excel spreadsheet before you import the files into SharePoint. In the spreadsheet you can apply metadata and more. Here is some information on what Sharegate allows: Export metadata and import and copy with Excel or CSV | ShareGate help

However, I think I may be misreading what you want to do so this may not be an option. What you may need is an AI builder prompt where it can read the contents of the file (provided that the information to name the file is within the pdf), and then generate the filename for you and also apply the metadata.

I have not put this into production yet, but I have a custom prompt to do what you outline for something I am working on:

This is an example of what is returned:

{
"Summary": "This Amendment to the Re-Condition Agreement between xxxxxxxxxxxx, Inc. and xxxxxxxxxxxx, Inc. updates the commodity and scope of work, including pricing and inventory requirements for materials used in refurbishment services. xxxxxxxx will supply certain components at no charge, and xxxxxxxxxxxx agrees to maintain inventory levels and report monthly. A 15% initial payment is provided by xxxxxxxxxx for new materials. Upon termination, xxxxxxxxx will purchase unused parts acquired by xxxxxxxx. The amendment maintains all other terms of the original agreement effective from October 30, 2012.",
"ContractingParty": "xxxxxxxxxxxxxxx, Inc.",
"CounterParty": "xxxxxxxxxxxxxxxxx, Inc.",
"StartDate": "2012-10-30",
"EndDate": "2018-12-30",
"ContractType": "Re-Condition Agreement Amendment"
}

As you can see, it would be easy enough to alter the prompt to ask it to generate a file name as well.