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Dynamics Sharepoint Integration

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Posted on by Jack_

Hello,

I've built an AI model which reads data from a structured form. From this form I collect two entities which are linked, for the sake of this example I'll use account and contact. The datamodel looks as follows:

Account -> Contact -> Plan

The form I read and built a flow for is a plan. Everything works exactly how I want it to, but now I've ran into a problem.

I want to collect all attachments and automatically save them to the sharepoint location that's allocated to the plan. Considering the accounts, contacts and plans have a structured name, I was able to make a flow that finds the correct path in sharepoint for the folder.

However, the problem is that the folder isn't created until a document is uploaded through dynamics or the location is opened through dynamics.

My question to you guys is, am I missing a setting in Dynamics that creates the folder in sharepoint upon record creation rather than location opening/uploading?

Kind regards

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Microsoft Dataverse with Power Apps

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SBax 1,348 on at

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The behaviour you are seeing is as expected.

The document location record is created when a user opens the Dataverse record

@LinnZawWin wrote a great blog on how to improve the OOTB integration including creation of a SharePoint folder on creation of the Dataverse record

https://linnzawwin.blogspot.com/2021/08/automatically-create-sharepoint.html

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Fubar 8,321 Super User 2025 Season 2 on at

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As per SBax - standard out of the box behavior for the native SharePoint integration create SharePoint Folder and Document Location when user first navigates to Documents for the record.

You can create the SharePoint folder and then the Dataverse Document Location for the folder before the User visits the Documents - but be careful if using Flow to do it. Flow for Dataverse runs as a background process (and can take several minutes to trigger and complete), for example if your trigger is create of a dataverse record be aware that you may also need to manage the scenario where your Flow has triggered but not yet created the Folder (and document location), and the user has navigated to the Documents (i.e. user created the record that is the trigger and then visited the documents area where the out of the box creates the Folder before your Flow creates the Folder or doc location), depending on the timing
Attempting to create a Folder with the same name in SharePoint will error in Flow
Creating Document Location record from Flow could create 1 from Flow and 1 from the UI

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SBax 1,348 on at

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In order to address the concerns by @Fubar - I would suggest the following additions to Linn's approach.

Add the steps to create a SharePoint folder and document location as a child flow, with an additional check to see if a document location already exists.

Trigger a flow on creation of your Dataverse record to call your child flow.

Within the flow that calls your AI builder step, call the child flow mentioned above (which will check if a folder exists before creating one if it doesn't)

This should address the concerns mentioned

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