Submitting documents

(0) Share

Report

Posted on by TB-07041415-0

Good morning,

I have a question for Power Automate. I work for the State of Arkansas for Assessment Coordination Division. We have 75 counties that submit documents to our office.

I would like to create 76 Folders:

1: General form that house all the policies and documents that they need uploaded from Sharepoint.

2: 75 folders for each county.

a: each county can upload and submit their documents from excel and word

b: Get an email or notification that they have submitted

3: I would like to send a link to their county folder to the designed authorized person only

4: I would like to be able to lock the other counties folders from other counties so they cannot view their information

Is this possible? Any help would be appreciated.

Twyana Banks
Revenue Coordinator
Arkansas Department of Finance & Administration |Assessment Coordination Division

Categories:

Building flows

I have the same question (0)

All responses (7)

Answers (0)

Sort by

David_MA 14,956 Super User 2026 Season 1 on at

Like
a
(0)

Report
Copy link

Link copied!
What you want is definitely doable. But some questions before a solution can be offered:

Do the people who submit the documents have access to the SharePoint site?

If so, does it matter that they can see what other counties submit?

If not, how were you envisioning them sending the documents?

Microsoft Form with attachments?

A dedicated Outlook mailbox?

Some other method

When you listed "75 folders for each county" as a requirement, I assume you meant one folder per county for a total of 75 folders. If you really did mean 75 folders per county for a total of 5,625 folders, is the folder structure the same for each county or different? I then assume the multiple folders are to store documents by document type or some other organizational method. If so, what is the purpose of the folders and how it relates to how you want to automate it?

I think you can quickly get an idea of how complex this could become. If what you need is toward this level of complexity, you may want to hire a consultant. If you need something on the simple side, the forums might be able to help you get started. For example, if you go with simple, I would suggest:

Create a Microsoft Forms form for submitting a document. Limit it to one attachment and make it required.

Add questions to the form to provide the information that the workflow will need to process the document.

Questions such as, What county are you submitting this document for (choice)? Select the document type being submitted (choice)? What is your contact e-mail address? And so on...

Then your flow will trigger when a new response is submitted.

It will then retrieve the attached file, and create the file in the folder for the county selected.

The flow can update properties to fill in the e-mail address and document type if you add those as fields in the SharePoint document library. This will make filtering the views easier.

You can then use the action send an e-mail from a shared mailbox to send the confirmation e-mail. Using a shared mailbox would be my recommendation, otherwise the e-mail confirmation will come from the owner of the workflow.

I also assume when you said they will submit documents from Word and Excel that you mean instead that they will be submitting only Word and Excel files. If so, and you use Microsoft Forms for the submission point, be sure to configure the question to limit it to these two file types:

Was this reply helpful? Yes No
TB-07041415-0 6 on at

Like
a
(0)

Report
Copy link

Link copied!
What you want is definitely doable. But some questions before a solution can be offered:

Do the people who submit the documents have access to the SharePoint site?

Everyone in the network should have Microsoft 365 and have access to Sharepoint, if not, we will make this an requirement.

If so, does it matter that they can see what other counties submit?

No, it do not want them to have access to other counties.

If not, how were you envisioning them sending the documents?

Microsoft Form with attachments?

It will be Excel and word

A dedicated Outlook mailbox?

yes

Some other method

When you listed "75 folders for each county" as a requirement, I assume you meant one folder per county for a total of 75 folders. If you really did mean 75 folders per county for a total of 5,625 folders, is the folder structure the same for each county or different? I then assume the multiple folders are to store documents by document type or some other organizational method. If so, what is the purpose of the folders and how it relates to how you want to automate it?

Folder for each county - one folder per county for a total of 75 folders

Was this reply helpful? Yes No
David_MA 14,956 Super User 2026 Season 1 on at

Like
a
(1)

Report
Copy link

Link copied!
@TB-07041415-0 thanks for the responses to my questions. It appears you want the simple route. If that is the case, what I outlined above will work with one assumption, people are submitting just Word and Excel files. If so, do this:

Create a Microsoft Forms form for submitting a document. Limit it to one attachment and make it required.

Add questions to the form to provide the information that the workflow will need to process the document.

Questions such as, What county are you submitting this document for (choice)? Select the document type being submitted (choice)? What is your contact e-mail address? And so on...

Then your flow will trigger when a new response is submitted.

It will then retrieve the attached file, and create the file in the folder for the county selected.

The flow can update properties to fill in the e-mail address and document type if you add those as fields in the SharePoint document library. This will make filtering the views easier.

You can then use the action send an e-mail from a shared mailbox to send the confirmation e-mail. Using a shared mailbox would be my recommendation, otherwise the e-mail confirmation will come from the owner of the workflow.

I also assume when you said they will submit documents from Word and Excel that you mean instead that they will be submitting only Word and Excel files. If so, and you use Microsoft Forms for the submission point, be sure to configure the question to limit it to these two file types:

If you get stuck along the way in setting this up, post a new question. The trickiest part of the process is getting the attachments out of the form and then saving them to SharePoint. This shows you one way to do this; Save Microsoft Form Attachments to SharePoint via Flow.

Was this reply helpful? Yes No
TB-07041415-0 6 on at

Like
a
(0)

Report
Copy link

Link copied!

Great, cone other question and a correction.

1. How do I prevent them from reviewing our counties information?

and I was told it will be only Excel or PDF no word

Was this reply helpful? Yes No
Suggested answer

Olufemi 7 72 on at

Like
a
(0)

Report
Copy link

Link copied!

Hello @TB-07041415-0,

You can set this up in Power Automate by using the SharePoint connector:

Trigger: When a file is created (properties only) in a county folder

Action: Send an email or Teams notification to your team

This will automatically alert you whenever a county uploads a document.

Make sure each county folder has unique permissions so they can only access their own folder.

Reference: Power Automate SharePoint triggers and actions

Was this reply helpful? Yes No
David_MA 14,956 Super User 2026 Season 1 on at

Like
a
(0)

Report
Copy link

Link copied!
If everyone is going to have access to the SharePoint site and just upload the documents, you can do this:

Create a folder for each county.

Break inheritance on the folder permissions so each folder has unique permissions.

Then edit the folder permissions to remove access by members and guests.

Then grant contribute access to each folder only to the people from that county who should have access.

This will show you the steps: Stop inheriting permissions in a FOLDER in sharepoint - Microsoft Q&A

Was this reply helpful? Yes No
TB-07041415-0 6 on at

Like
a
(0)

Report
Copy link

Link copied!

Thank you for your assistance. Let me get to work on this and try to create. I will reach back out if I am struggling.

Was this reply helpful? Yes No