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New 365 group member then create a SharePoint folder

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Posted on by PremierD

Hi PA community,

I am looking for some advise that I do not even know if it is possible. Not even sure where to start with the flow as I have had a look and could not find the answer, so here goes.

Lets say I have a 365 group called 'staff' and then a SharePoint document library. Is there anyway that when new user 'a' is added to the group 'staff' it can create a folder for them in the SharePoint site?

Does anyone know if it is possible, the group will always stay the same. Thanks in advance.

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Pstork1 68,717 Most Valuable Professional on at

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I don't think there is a trigger that will fire when you add a new member to a group. But you could create a recurrence flow that would run periodically (once an hour, once a day, or whatever) and in that flow compare the member list of the group with the folder list. If a folder doesn't exist create one. It wouldn't be instantaneous, but it could definitely be done that way.

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PremierD 54 on at

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Hi Pstork1,

Thanks for the quick response, that would be a possible solution. I am very new to PA, would you be able to steer me in the right direction to at least try this method?

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fchopo 8,003 Moderator on at

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Hello @PremierD
There is a trigger when a user is added to a group, so it is possible to create the flow you want. Have a look at this example:

1) When a new member is added to "Human Resources" group.
2) If the user is added (removed is false)
2) Get the user profile, using its id.
3) Create a folder on a SharePoint site, in a document library called "Documents".

Hope it helps!
Ferran

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Pstork1 68,717 Most Valuable Professional on at

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OK, here's how it works. Start out with a recurrence flow, get the members of the group, and list of folders in the library, then set a variable to track whether a folder exists or not.

Next loop through each user. At the top of that loop set the variable to false, then check each folder and see if it matches the name of the user. If it does set the variable to true, otherwise do nothing

after you check each folder check the variable. If a folder was found for that user then do nothing. Otherwise create a new folder.

Be sure that last condition check is inside the main loop, but below the inner loop.

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PremierD 54 on at

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That is brilliant, thanks very much for the rapid and really helpful response.

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PremierD 54 on at

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Thanks also, I now have two options and will try both. I am sure they will both come in very handy.

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Pstork1 68,717 Most Valuable Professional on at

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The trigger is the better solution. I just didn't remember seeing a trigger for that the last time I looked.

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PremierD 54 on at

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Hi,
I have tried the flow and unfortunately it fails with the following , would you have any suggestions at all? Thanks

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Pstork1 68,717 Most Valuable Professional on at

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I looked at the screenshot for the example and @fchopo showed it using the UserId. That field is actually a GUID. You should be using the User Principle Name or Email value instead.

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PremierD 54 on at

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Hi,
Thanks for reply, it only allows User ID, so a bit stuck. I tried adding fields below, but no change. I have removed the fields now.

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