How to automatically create SharePoint folders and subfolders using DocumentsCorePack

4726 views 2 Updated on December 22, 2023

It is possible to automate the creation of SharePoint folders and subfolders with DocumentsCorePack (DCP). Depending on the context, the following options are provided:

    1. Via Power Automate: The CreateSharePointFolders (V3) action allows you to create folders and subfolders on your integrated Dynamics 365 SharePoint with Dataverse data.
    2. Via Classic Dynamics 365 workflows: The AutoMergeWorkingItem comes with a CreateSharePointFolder option (see Step-by-step description below).

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Via Power Automate

In your flow add a new step and look for the DocumentsCorePack action Create SharePoint folder (V3).

Look for Create SharePoint folder (V3)
Figure 1: Look for Create SharePoint folder (V3)

The ❶ Row ID field is the unique identifier of the record to create the folders for and the ❷ Table Name. In our example, we are creating a folder for accounts. Thus we choose “Account” for the tabla and the GUID of an account as the Row ID

In the ❸ Folder Names Item section, you have the possibility to create a folder structure, in this example, we decided on two folders and two subfolders in one folder. Learn more.

Please note: There is a Syntax to follow

“;” separates list of folders
“/”  creates subfolders

Additionally, you can choose the ❹ user who should run this operation and the ❺ document location to create the folders in. Don´t forget to ❻ Save.

Enter data for creating SharePoint folders
Figure 2: Enter data for creating SharePoint folders

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Step-by-step description for a classic Dynamics 365 workflow

Step 1: Automatically create folders for accounts once created.

Create a ne process in your Dynamics 365.
Figure 1: Create new Process

Step 2: Define the following settings:

❶ Process name
❷ Category
❸ Entity
❹ Confirm with [OK]

Define the settings for the process/workflow.
Figure 1: Define settings for process/workflow

Step 3: This window opens. Now add the next step Create Record to your workflow and name it, such as Create Folder.

Add the next step (Create Record) to the process.
Figure 4: Add step to the process

Step 5: Now click the drop-down button and look for the MSCRM-ADDONS.com AutoMergeWorkingItems.

Select the AMWI from the drop-down.
Figure 5: Add the AMWI

Step 6: For further steps, open the Set Properties and fill out the mandatory fields, including ❶ Name and ❷ AutoMergeAction. Then insert the ❸ PrimaryRecordURL. Put the cursor in the PrimaryRecordUrl field and select on the right side {Record URL(Dynamic)(Account)}. Press the ❹ [Add] button.

Open the Set Properties and fill out the mandatory fields.
Figure 6: Set Properties

Step 7: Now scroll down to Create SharePoint Folder, where you can define how your folder and subfolder structure are organized.

Define how your folder and subfolder structure are organized.
Figure 7: Determine a folder structure

Please note: In the example above, the folder structure looks like this:

Syntax:

  • “;” separate list of folders
  • “/” creates subfolders

Example:

FOLDER/subfolder 1;FOLDER/subfolder 2;FOLDER1/subfolder 1

Creates folders as follows:

Folder Structure

Step 8: Now press the [Save and Close] button in the left top corner of this window.

Press the [Save and Close] button.
Figure 8: Don´t forget to save!
Step 9: Back in the Power Apps window you have to activate the process.

Activate the process in the PowerApps window.
Figure 9: Activate Process

Execute workflow:

Create a new account in your system. Once the workflow is finished you should see the following folder structure on the newly created document location for the account:

The workflow result.
Figure 11: Result of the workflow

That’s it! We appreciate your feedback! Please share your thoughts by sending an email to support@mscrm-addons.com.

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