How to automatically save/update one file into multiple folders?

[DanielaBarros88]

Hello,

Is it possible to automatically duplicate one file into more than one folder in SharePoint?

Everytime we amend the PDFs we have to save it in multiple locations in SharePoint. Is that a way to automatize it in SharePoint? I was hoping to update one file and with one click have it would be in all necessary folders. 

Thank you 

[#2 · Accepted solution]

Hi @DanielaBarros88,

it is possible to automatically duplicate one file into multiple folders in SharePoint.

There are two main ways to do this:

1. Use Power Automate. Power Automate is a low-code/no-code platform that allows you to create automated workflows. You can create a Power Automate flow that is triggered whenever the file is updated, and then copy the file to all of the necessary folders.

2. Use a third-party tool. There are a number of third-party tools that can be used to automate this task. Some of these tools are free, while others require a subscription.

How to use Power Automate to automatically duplicate one file into multiple folders in SharePoint:

1. Go to the Power Automate website and sign in.
2. Click Create > Automated flow.
3. Select the When a file is created or modified (SharePoint) trigger.
4. Select the site and library where the file is located.
5. Click Next.
6. Select the Copy file action.
7. Select the file that you want to copy.
8. Select the folders where you want to copy the file.
9. Click Save.

Once you have created the flow, it will be triggered whenever the file is updated. The flow will then copy the file to all of the folders that you specified.

There are a number of different third-party tools that can be used to automate this task. Some of the most popular tools include:

• SharePoint Workflow Manager
• Nintex Workflow
• K2 blackpearl
• ProcessMaker

Please click Mark as Best Response & Like if my post helped you to solve your issue.
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Kindest regards,

Leon Pavesic

[#3]

Thank you very much, Leon! One question only, what should be in the List Name?

It's currently showing only No items and Enter custom value. 

Also, some people work from the explorer still. If there's a change made from the explorer, would the automation still work?

[#4]

Hi @DanielaBarros88,

thanks for the Update.

1. What should be in the List Name?

The List Name is the name of the SharePoint list that contains the folders where you want to copy the file. You can enter any name that you want, but it is best to choose a name that is descriptive and easy to remember.

2. If there's a change made from the explorer, would the automation still work?

Yes, the automation will still work if a change is made to the file from the explorer. The Power Automate flow will be triggered whenever the file is updated, regardless of how the update is made.

Please click Mark as Best Response & Like if my post helped you to solve your issue.
This will help others to find the correct solution easily. It also closes the item.

If the post was useful in other ways, please consider giving it Like.

Kindest regards,

Leon Pavesic
(LinkedIn)

[#5]

Thank you, Leon. Unfortunately, there are no items to choose from the list and if I type a new one, I get a message that the list name is not valid. Any ideas?

[#6]

@LeonPavesic Hi, I wanted to find out if once the automation has been created to copy the file. Will this automation also include future updates to the files or will it keep making duplicates to the copy location?

thanks you on Advance!