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Get metadata of the rootfolder and assing it to subfolders and documents that will be created in it.

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Posted on by Community Power Pla... Microsoft Employee

Hello,

As in the subject- I am facing two following issues. I cannot get the flow action 'update file properties' or 'send an http request' with the metadata of the rootfolder to be updated for subfolders and documents created in it, in two cases:

1. When moving folders from different location, the folders, subfolders and documents won't update with the metadata of the folder they have been crated in- probably because it is not a 'create' action?

2. When other user adds a folder and a document, the folder gets updated with the metadata but the file won't- as it is related to the 'check out' control in settings.

Can anyone help please?

Daniel

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Using connectors

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v-litu-msft Microsoft Employee on at

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Hi @Anonymous,

1. If these files are moved in the folder, the Createon property wouldn't be changed, it will contains the original creator and create date.

2. What's the operation you do to update the metadata? Using Flow or manually?

If it is a Flow, I guess you are using the When a file is created in a folder trigger and these triggers could listen to the folder you set but cannot listen to file create in a subfolder, so these files metadata in the subfolder couldn't be updated.

Best Regards,
Community Support Team _ Lin Tu
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Community Power Pla... Microsoft Employee on at

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Hello @v-litu-msft and thank you for your reply.

All correct and it seems like there is no walkaround. Would you be able to give me an advice on the following issue though?
How can I achieve the flow 'update file properties' with the metadata of the folder the document was created in to trigger when other users add files to that folder? Currently I cannot see document until it was checked in, but the file doesn't get updated with the metadata. Presumably because of the approval and checked out required enabled in library settings.

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v-litu-msft Microsoft Employee on at

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Hi @Anonymous,

Instead of using the When a file is created, you could use the When an item is created action instead.

Since files could be considered as items stored in the SharePoint list, if a file is created in the library, the Flow will be fired.

Best Regards,
Community Support Team _ Lin Tu
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Community Power Pla... Microsoft Employee on at

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@v-litu-msft unfortunately it doesn't work neither?

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Community Power Pla... Microsoft Employee on at

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@v-litu-msft Presumably, this is because a document is checked out to the person who created it and my flow cannot be triggered? How to overcome that issue? I need to keep version control over documents so I need checkout control to be enabled.

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v-litu-msft Microsoft Employee on at

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Hi @Anonymous,

OK..So this file has been occupied since it was created. If Flow has a trigger when a file is check-in but there is no such trigger in Flow could run.

Here is an idea you could vote for, raise it to make it come true in the future:

Wait For Check-In - Power Platform Community (microsoft.com)

Best Regards,
Community Support Team _ Lin Tu
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Community Power Pla... Microsoft Employee on at

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I'll definitely vote for that. Thank you for your support. I've disabled check out required option and this allowed the flow to trigger, but it is not ideal.

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