Automated creating a folder structure based on another list

Question

I have the following requirements to be implemented inside SharePoint online:-

1. We have custom list named "Folder Structure Template", with 10 check-boxes, as follows:-

   • Cost structure checkbox.
   • Asset Structure checkbox.
   • and so on

2. Based on the above check-boxes, the folder structure will be created. So if the user selects the "Cost Structure" checkbox and creates a new item, a sub-folder named "Costing" will be created and so on. If the user selects 2 check-boxes then 2 sub-folders will be created..

3. Each sub-folder will be linked to a couple of metadata and the documents inside the folders should inherit the metadata

So I am not sure if any of the available SharePoint tools support this type of implementation; Flow, SharePoint workflow, or document sets? or do I need to write some code inside a console application or inside a remote event receiver to implement this?

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EDIT Based on @Drek comment, I will add this extra info. We want to build a folder structure for our company so users can create a new item inside a custom list >> inside the create form the user can chose from 10 check-boxes named (Cost, Asset, Info, external parties, meetings, service manual, contacts, back-up plan, disaster recovery, IT). Now lets say a user creates a new item inside the custom list and the user selects these 4 check-boxes:- 1. IT. 2. Meeting. 3. Cost. 4. Asset.

The system should then automatically create a new main folder with the custom list item ID + 4 sub-folders inside a document library; named IT, Meeting, Cost & Asset.

Also each folder will be linked to managed metadata columns.

Answer 1

I've faced a similar scenario myself; I used document sets (yet more info here) to create a document set and a handful of sub-folders. It sounds rather similar to what you are doing.

In a nutshell: editing a List item then triggers a workflow to create a document set (and sub-folders) in a Document Library.

Here's my post which makes use of Cameron Dwyer's excellent blog post.

If you're really new to Sharepoint you might find this a bit complex, but for me it proved to be a massive time saver once it was set up, no need to manually create all the folders and rename them once this was up and running.

For your point #3 regarding meta-data - I guess you could use the Set command in the workflow to set a meta-data field to the desired value based on the folder name.

Answer 2

you can use remove event receiver to do the work. both Flow and Workflow will have limitation in your case.