Enable SharePoint Integration in Dynamics 365 & manage your Sites and Folders with Power Automate

[@MrZeusFaber]

Hello. How do I "gain control" over the existing site and folder structure I have, without need of creating a new SharePoint site? Thanks for the video, I managed to create and store files at the Document Location I need, but the problem is that default Document Locations continue to be created automatically by the system. How do I turn that off?

[@josephnasr3385]

Hey did you manage to fix it? I need the folders and files to be created based on my "Documents" structure not in Site Content

[@MrZeusFaber]

@@josephnasr3385 nope. We postponed the solution as it was somewhat low in priority and went with oob setup. But as the mitigation I'd probably manage everything through the Flow, including removal of the redundant Document locations.

[@jasonteck6518]

Hi Jason, This is a well done video. When I run the flow checker I get the following error Correct to include a valid reference to 'List_records' for the input parameter(s) of action 'Add_a_new_row'. Any idea what could be causing this? Also if I want to connect to an sharepoint site and an existing sharepoint folder, do I use update folder instead of create new folder?

[@JasonDaraz]

Hi Jason (great name btw). I suspect your issue lies with the expression you are using when creating a new Document Location record. At around 7:46 you will see the expression I'm using: sharepointdocumentlocations(first(outputs('List_records')?['body/value'])['sharepointdocumentlocationid']) the "outputs('List_records')" part is referring to the "List records" step in my flow, check the name of that step in your flow, as if you are using the new Dataverse connectors the default names given to the actions are now different from in the video. If so, you may need to change your expression to match the name of your step or change the name of your step to match the expression. With respect to connecting to an existing sharepoint folder, you wouldn't need the create sharepoint folder step, all you would need is to create a new document location in Dataverse which connects the Account record (or your record of choice) in Dataverse to your existing sharepoint folder.

[@jasonteck6518]

@@JasonDaraz Lets just agree to agree about the name 😂. The fix worked perfectly. I really appreciate you taking your time to provide feedback. I am trying to connect documents related to an account in Dynamics 365 with a sub folder of an existing SharePoint site. The sub folder will change for each account. For example: Dynamics 365 account is Client1. The SharePoint site is My Clients. In SharePoint, I have a folder for each client. So, in SharePoint the same Client1 from dynamics is already located in SharePoint in the following location: \My Clients - Documents\Client1. Then I have sub folders within the SharePoint Client1 folder where I want to access files and connect them to Dynamics 365. I would like to be able to share files from and to (bidirectional) with SharePoint and Dynamics 365. In Dynamics 365, I would like to select a SharePoint folder path such as \My Clients - Documents\Client1 and connect a document that already exists in SharePoint so I can view it in Dynamics 365. In addition, I would also like to create a document in Dynamics 365 and select the specific existing path to add a file. For example, this path could be \My Clients - Documents\Client1\Client1 Accounting\Client1 Invoices. How do I set this up using what you have already created and adjusting to use the existing folder paths? It is ok if for each client I need to open the \My Clients - Documents\ folder and select the appropriate sub folder or I can connect it to \My Clients - Documents\Client1 for each client. Any assistance you can give is greatly appreciated!

[@jasonteck6518]

Now the flow works, but I don't see the flow when I go to accounts in dynamics 365 accounts section to run the flow. Any idea how to get the run option to display?

[@JasonDaraz]

You should be able to work with any folder structure in SharePoint. What's important is that the site is created as a SharePoint site in Dynamics 365 and the folders that sit above the folder you want to link to your record exist as Document Locations. The Document Location record that you create that is "Regarding" the record in Dynamics 365 which references your folder in SharePoint essentially becomes the root folder for that record in Dynamics 365, any folders you create within this folder don't need to be created as Document Locations in Dynamics 365 but appear in the documents tab of the record that the root folder is linked to. Those folders can be manually created, or you could create them with your flow.

[@JasonDaraz]

What is the trigger of your flow? It should be the Dataverse (legacy) connector and the "When a row is selected" trigger. Also check which environment you are creating the flow in, this should match the environment that Dynamics 365 is installed, not your Default environment.

[@BigShactus]

Hey Jason, awesome video! I've been looking for ages to find a solution to change the folder location for power app entries. I applied all the steps you mentioned in your video, but unfortunately the flow only creates the new folder on my Sharepoint site. When I go on related documents within the account entry it still shows "default website 1" as a document location and the flow runs into an error within the last step: "Resource not found for the segment 'accounts'". Any suggestions on how to fix this? Kind regards Justus!!!!

[@JasonDaraz]

Hi Justus. Thanks for the comments. Make sure that the value you are adding to the Regarding (Accounts) field is properly formed. Look at 8:11, it should be in the format *accounts({accountGUID})* or try */accounts({accountGUID})* where {accountGUID} is the id of the account. I have started using the latter in all my flows so it may be that the former (what's in this video) is not supported in the new Dataverse connectors.