When a new board is created from a template, build the SharePoint folders for the items

This is a powerful automation to build out a complete folder structure in a SharePoint site whenever a new board is created from a template:

When a new board is created from this template, create folders in SharePoint site under this folder with this structure for each item, and do this for subitems

The structure of the folders in SharePoint will be based on whatever is added to the this structure field in the recipe sentence:

In the example above, it is /{board.name}/{item’s group}/{item’s Name}/ which will create a 3 level folder structure in SharePoint.

Note that the sentence contains “and create folders for subitems”:

In this case, if any subitems are present, folders based on the name of the subitem will be created within the folder for the item, so a 4 level folder structure in SharePoint will be created as so:

/{board.name}/{item’s group}/{item’s Name}/{subitem's Name}/

In all instances, the items will have a configuration saved so that a Secure Embed can be added to items and subitems and they will be automatically configured to display the correct folder in SharePoint.

How the automations work

Here’s a walkthrough video to show how the automations work:

TODO: ADD VIDEO DEMO

Please note:

We recommend calling this automation from another using the following or similar automations:

This is because manually creating an item from a template will create a board with exactly the same name as the template, and if applied manually, the automation will attempt to create folders in the exact same location every single time.

1. Trigger the automation using a button or a status change on a source board

2. In. the action “create a board from template”, customise the name to be based on the item name in the source board.

   • If the item name is not likely to be unique, base the name for the new board on the item name and the item ID – this combination will alway be unique