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Unique identifier between main Sharepoint list and separate folder with word docs/pdfs

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I have a Sharepoint list that collects all the data submitted through Powerapps. Additionally, I have a separate folder where the converted word docs to pdfs (which includes the Sharepoint list data) in a separate folder. I would like to have "Design Number" as the unique identifier between both list and folder so that I can cross reference. Is that possible?

Or even, attaching the pdf to a column within the sharepoint list so that I can get rid of the folder.

Thank you!

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WarrenBelz 156,528 Most Valuable Professional on at

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Hi @Anonymous ,
Documents are actually a SharePoint Library, quite separate to your list and are fundamentally another type of list where each item can contain a file.
Are you wanting to automatically set the Design Number in your List?
Also how are you filing the documents - through some Power Apps automation or manually through SharePoint?
Or are you simply wanting to simply enter the numbers and show all documents belonging to the Design Number displayed?
With your last question, you can use the Attachment control to simply attach them to the list - is this what you mean?
Once you tell me this, I can elaborate further.
Community Power Pla... Microsoft Employee on at

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Hi @WarrenBelz

Yes you're right they are both considered sharepoint listings. One with all the inputted data from powerapps and the other are the word docs/pdf from the flow within powerapps.

"Design number" is a data field that the submitter will have to fill out but will also always be a unique identifier number. Documents are being filed by a flow within automated in powerapps. The word doc to pdf flow that you and I discussed previously in other assistance.

Not necessarily uploading attachments manually, but automating the linking of attachments to the respective columns within the main Sharepoint list as the forms are submitted.
WarrenBelz 156,528 Most Valuable Professional on at

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Thanks @Anonymous ,
If you go back to my flow example on this post, you will see that you simply need to write this number in the Flow parameters (and use Ask in PowerApps in the Update File Properties. It can be either the item ID (which I use as it is immediately available) or one you generate.

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@WarrenBelz Can you please send a picture of where in the flow again. Within my 4333 attachment, I added an expression to get a unique number. Within 008 and 0009, Item ID it a different ID that is being generated per listing. How can I make them both the same number?
WarrenBelz 156,528 Most Valuable Professional on at

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OK @Anonymous ,
Sorry wrong Flow - I answer a lot of posts.
You need to Update File Properties in your Flow and add the item in there. Ignore the top part for the most - it is saving a photo to a Library but the process is the same. The bottom part is the Update File Properties and the arrow is only to show what I use as the unique identifier. It is simply Ask in Power Apps and it will then become a parameter in your Flow and adds whatever you send from PowerApps to the fields you have created in your Library.. The ItemId simply refers to the action above (Create File)

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Community Power Pla... Microsoft Employee on at

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Hi @WarrenBelz

I'm not getting the same properties as you are within the Metadata step. How do you exactly "update file properties" or is updating simply the adding of the metadata step within the flow? Also, I have two "create file"s. Does this mean Item_Id should be added twice to account for the Word doc and PDF parts. Both parts I would like to be identified with the same number.
WarrenBelz 156,528 Most Valuable Professional on at

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@Anonymous ,
This is a totally separate action in so much it has no effect on anything else in the Flow. The Id is the internal identifier of the file you just created (this step needs to come after the file creation, but not necessarily directly after it). You can add it as below - they are three separate screen snaps in order of how to do it.

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@WarrenBelz Ok I created it. Back to my point of having two Create Files. I included them both which means they will both be a parameter within my flow. Is this correct or should I only include one within "ID." Also, what do I include for "Title" and "Number."

What will I put within the flow parameters when it asks within Powerapps. "ItemID" "" nothing?
WarrenBelz 156,528 Most Valuable Professional on at

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@Anonymous ,
I assume the number is the field you created, so you will need "Ask in PowerApps" and pass the value in the Flow - this will be an additional parameter for you to include - you will have to disconnect and reconnect the Flow for PowerApps to pick it up.
You can add the Parameter once in PowerApps and use it for both - the first (as above) is Ask in Power Apps - you can then look in your existing list of these and include it again in the second file parameters (it will the the same "icon" title in the list at right).
The ItemID refers to the one in your Create File action - you will have to find the right one in the list at the right and include it - that is how the Flow knows which file to include the parameters on.
You can leave Title blank unless you want to put something in there as well.

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@WarrenBelz Yes, number is the addition field to represent "Design Number" which is a field within the other SP list. . I will include "Design Number.Text" within the parameter of the flow (underlined in green).

Not sure if understood you correctly, do I input the green ItemID with ID for both Create files or only one? And for the Create files parameters within powerapps, will I include "Design Number.Text" within the parameters of the flow (underlined in blue)?

Then.. After parameters have been filled. Run the flow and "Design Number" will now be the unique identifier?