Documents in Accounts in dynamics 365

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Posted on by Sumaira Noor

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Hello Community Experts,

There is an urgent requirement where, when a file is uploaded in Account Entity of dynamics 365, when a folder gets created for it sharepoint, it should be in the form of Account Name] [_] [Account ID] in share point, instead of GUID

Can we achieve this through flow?

Kindly Advise,

Best Regards,

Sumaira Noor

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Linn Zaw Win 3,407 on at

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Yes, it can be achieved using automated flow. You can refer to steps 12 and 13 from my blog below to achieve it.

CDS (current environment) Trigger on Account entity

Get the Account Name and Account ID from the trigger and create the SharePoint folder (as in step 12 from the blog)

Create Document Location for the new SharePoint folder (as in step 13 from the blog)

http://linnzawwin.blogspot.com/2020/04/upload-sharepoint-documents-for.html#NewSharePointFolder

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Sumaira Noor 1,085 on at

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Thanks a lot for the quick response Linn

Please Advise if I have created it correct?

Also What should i enter in folder path?

Kindly Advise

Best Regards,

Sumaira Noor

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Linn Zaw Win 3,407 on at

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Since the trigger is on Account entity, you don't need the "Get a record" step. You can just get the necessary data from the trigger.

You should only run this flow on Create of the Account (not Create and Update). If you need to update the SharePoint folder on update the of the Account Name, you will need another flow for that. Otherwise, multiple folders will be created for any update to the Account.

In the folder path, add the [Account Name] [_] [Account ID] from the trigger.

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Sumaira Noor 1,085 on at

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Thanks a lot for the response Linn

I have added your steps to flow and the below two steps after your steps

Is this correct?

Please Advise

Best Regards,

Sumaira Noor

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Linn Zaw Win 3,407 on at

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For your case, you are creating the document location as soon as the record is created, so you don't have to look for the existing Document Location. You can remove that List records for Document Location step.

For the Name and Regarding, populate the Account Name and Account GUID from trigger.

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Sumaira Noor 1,085 on at

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Thanks a lot for the quick response Linn

I have added this

Resource not found for the segment

I'm getting that error also I was able to create the folder in same format in sharepoint but I cannot find the documents under it still

This folder is empty and the documents are getting stored in some other folder only

Kindly Advise

Best Regards,

Sumaira Noor

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Linn Zaw Win 3,407 on at

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The new SharePoint folder will only be used in the D365 record when the Document Location is created successfully. That's why it is empty.

The Regarding (Account) lookup field needs to be set with the entity set name prefix and brackets.

accounts(<<GUID Value>>)

You can read more details in the link below.

linnzawwin.blogspot.com/.../power-automate-how-to-set-lookup-field.html

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Sumaira Noor 1,085 on at

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Thanks a lot for the response Linn

What should i do to move the documents to the new folder?

Please Guide

Best Regards,

Sumaira Noor

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Linn Zaw Win 3,407 on at

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If you can successfully create the Document Locations record in the flow, the system will not automatically generate the [Account Name]_[GUID] folder and all the documents that you upload from the record will just go to the folder created by the flow [Account Name]_[Account ID].

Since there is only a single folder, you should not have to move the documents.

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Sumaira Noor 1,085 on at

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Thanks a lot for the response Linn and sorry for so many questions

I'm still not able to store the document in new location

It is getting stored in old folder only where account name is followed by GUID

Kindly guide

Best Regards,

Sumaira Noor

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