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Creating Folders on SharePoint

  • 1.  Creating Folders on SharePoint

    D365UG/CRMUG ALL STAR
    Posted 15 days ago
    We have CRM integrated with SharePoint to store larger documents.  On one entity, we would like to create a standard set of folders for all records in this entity (there are only 500 or so).  This is used to manage our National Accounts and we need folders to manage the documents that will be attached.  Is there a way to automatically provision those folders on SharePoint?  Maybe using Power Automate?  Any assistance would be greatly appreciated!

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    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
    Kansas City CRMUG Chapter Leader
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    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 2.  RE: Creating Folders on SharePoint

    Posted 15 days ago
    This can definitely be done via PowerAutomate. There are a couple of methods that you could take to approach this type of issue. You can utilize the PowerAutomate SharePoint connector to create a specific list of folders within the appropriate document location.

    1. If you are just looking to set this up for all existing accounts and future accounts that are newly created, you would want to create two PowerAutomate Flows, onw that can be run on-demand against an entity, and a second that would run each time a record is created for that entity.
    2. If there is a subset of the accounts that need this folder structured, you can utilize a specific field to filter those based on an update. Then those that are currently needing the information created, you can edit the record to kick off that Flow. 
    Just be sure that you are checking for an existing document location, to make sure that the folders are tied to the location that you expect. There are definitely a few places that can be a bit tricky, specifically with removing special characters and such to make sure that you create valid paths for the SharePoint URL.

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    David Litzau
    RSM
    Chicago IL
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    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 3.  RE: Creating Folders on SharePoint

    D365UG/CRMUG ALL STAR
    Posted 14 days ago
    Oh thank you so much!  We will give this a whirl!

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    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
    Kansas City CRMUG Chapter Leader
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 4.  RE: Creating Folders on SharePoint

    GOLD CONTRIBUTOR
    Posted 14 days ago
    We've been using Power Automate/Flow to do this for a couple of years now, and echo the comments from @David Litzau​. This is definitely more flexible than the OOB D365/SharePoint functionality, and it turned out to be much easier than working with a D365 plugin that required a lot of custom SharePoint code. A couple of gotchas that you should look into as you design your solution though:
    1. if your folder naming strategy includes a data related field, i.e. account/company name, make sure you make a provision for handling updates. If the company name changes or is entered incorrectly when the folder structure is created, it can be quite confusing from the SharePoint side if the names don't match.
    2. Make sure to handling merging folders - this can become quite time consuming to merge the files and file location records if duplicates are inadvertantly created. Our most common inadvertant duplicate issues are companies that end in 'LLC, LLP, Inc'.
    3. Be aware of the SharePoint 5,000 item list limitations (SP online) - If you do any searching of documents from the SharePoint side, you'll want to make sure to break up your document folders to stay below that limit - i.e. Clients A-E, Clients F-K, etc. SharePoint can start throttling your document requests, and giving you an error instead of your file.


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    Jeff Woodard
    Chief Technical Officer
    Transportation Financial Services, Inc.
    West Palm Beach FL
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    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


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