Skip to main content

Workflow To Auto Create Folder Structure While Creating New Document Set In SharePoint

Overview
In this article, we will learn how to create default folders automatically when we create a Document Set in SharePoint using SharePoint Designer workflows.
Problem Statement
We have one requirement where we need to create some set of Folder Structures automatically when a user creates the Document Set. Here, in this example, my document set is available in the “Demo Documents” library. When a user creates the document set, the “Project” folder should be created automatically.
So now, let’s get started!
Step 1
Create one SharePoint Document library with the name "Demo Documents" in SharePoint Site.

Step 2
Open the document library and go to "Library Settings".
Go to "Advanced Settings".
 Set "Allow Content types" to "Yes" and save the settings.
 

 Content types will be enabled for the library. Add "Document Set content type" from the site contents.
 Add Document Set Content type from the Document Set Content Types Group.

Step 3
Open SharePoint Site in SharePoint Designer.
In Workflows, create a new List Workflow. Select the "Demo Documents" list on which the workflow will be triggered.

Step 4
Give a name to the Workflow and select "SharePoint 2013 workflow" in the drop-down.

Step 5
Select the "If any value equals value" from the Conditions ribbon.
 Set the value of the Condition to "Current Item Content type equals Document Type".

Step 6
Select "Create List Item" from the Action ribbon.
 Click "this list".
 Select Demo Documents library and modify the Content Type ID property value.
 Select "Document Set" in place of Document.
 Modify the "Path and Name(*)" value.
 Set Current Item Name/ Folder Name format in the value.
 

NoteRepeat Step 6 if you want more folders in the Document Set, with different folder names.

We will get an output GUID of the created item in the "create" variable.
   
Step 7
Set the Transition to stage option to "End of Workflow".
Step 8
Save the workflow and select "Start workflow automatically when an item is created" from the workflow details then publish the workflow.
Output Action
Create a new item in the Demo Documents list.
 Select "Document Set".
 Enter the details of the document set.
 
 The "Projects" folder will be created automatically using this workflow.
Conclusion
 
This is how we can make a SharePoint Designer Workflow to automatically create a Folder Structure while creating a Document Set in SharePoint Online.
 
Stay connected with me for more amzing articles!
 
Happy SharePointing!

Comments

Post a Comment

Popular posts from this blog

How To Lock Objects In Power BI

Overview Sometimes, there is a situation where when we open a report and click on any visual it accidentally nudges a chart a little bit to the right or left. Sometimes, by mistake when viewing a report, the arrangement of visuals scatters a little bit. Microsoft rolls out one new amazing feature to resolve this issue, that is, Lock Objects in Power BI. Advantages of using this feature When our purpose is to only view a report, this feature is a boon for us. Visualization’s position is not changed. Saves a lot of the developer's time to resolve the position related issues. Note   -  This feature is not saved with the report. So, every time you open a report, you need to enable this feature. Now, let’s understand this feature in a brief manner. To understand this, I will first show you one report in which I have not enabled “Lock Objects” feature. Step 1 The below screenshot shows my report which doesn’t have the enabled Lock Objects feature. ...
7 comments
Read more

How to partition or split DataTable in C#?

Today we will discuss how we can divide or split a very large data table into fixed size of chunks? Scenario: Suppose there is a data table which has 1000 Rows. When you perform for each loop on data table and read each row at that time it will take too much time. If we devide 1000 Rows datatable into 10 fixed sizes (e.g. 100 Rows) datatable, It will take less time. Let's check how to achieve it. Here is a code. private static List<DataTable> SplitTable(DataTable originalTable, int batchSize) { List<DataTable> tables = new List<DataTable>(); int i = 0; int j = 1; DataTable newDt = originalTable.Clone(); newDt.TableName = "Table_" + j; newDt.Clear(); foreach (DataRow row in originalTable.Rows) { DataRow newRow = newDt.NewRow(); newRow.ItemArray = row.ItemArray; newDt.Rows.Add(newRow); i++; if (i == batchSize) ...
6 comments
Read more

Install Power BI PowerShell On Your Windows Machine

Overview : In this article, we will learn how we can easily install PowerShell for the Power BI on our machine. Installation of PowerShell for Power BI is very easy, and I have tested it. So, let’s get started! Notes before you start Check your current Windows PowerShell version using the following code snippet. $psversiontable   Make sure you have the latest version of PowerShell installed on your machine. I will recommend having PowerShell version 5.1 or more. If you have an older version, you are not able to install the PowerBI module. Update your .NET Framework with 4.7.2 or higher. Once we have the above two prerequisites, we are ready for the installation for the Power BI PowerShell. You can find Microsoft.PowerBI.PowerShell Module in the PowerShell Gallery. Here is a link for the same:   Click Here . You can also download it from Microsoft GIT repo:   Click here . Now, let’s start the process. Step 1 Open your Windows PowerShel...
1 comment
Read more