SharePoint Folder Moving

Can you move a Case's SharePoint Folder?

Yes. You can move the folder from the root directory in one Library to the root directory in another library. However, you have to update the SharePoint Site and Library lookup field on the matter to point to the new library for SharePoint to find it. There is no need to re-run the Create SharePoint Folder block, adjusting the lookup value is sufficient.

Can I move a Case's SharePoint Folder to a subdirectory in a Library?

No. We do not currently support that.

Should you Move a Case's SharePoint Folder?

For some groups, moving the Case's SharePoint Folder is a question of limiting ongoing access. Once the case is closed, it gets moved to a library with more limited access. Remember though that closed libraries are still subject to the file count limits like other libraries in LegalServer.

If limiting access is not needed, LegalServer does not recommend moving the SharePoint Library. You'll have to also plan for re-opening a case and other edge cases and that typically is not worth the additional effort.

How do I move a Case's SharePoint Folder using PowerAutomate?

Many organizations have asked about automatically moving a folder from one library to another when a case is closed or a case is transferred to a different office or program. This is possible with a combination of Guided Navigation, Document Templates, and PowerAutomate. 

Step 1: The Document Template

Create a Document Template on your named something like "Move SharePoint Folder to Library A.rtf". The actually text of this document template can be as sparse as the word "Placeholder" with no actually fields to map. In LegalServer, make sure it is marked as a New Style Template but don't bother editing the fields since there are none. It should be set to automatically download (not Begin Process), and it should not be saved as a MS-Docx file. 

Step 2: Guided Navigation

Create a Guided Navigation Interactive Dialogue. This is going to have two segments. The first segment will use the Action: Generate a document to generate the template that was just created. The option to "Show link to document after it is generated" seems to be required in this instance, however if you say to run "When segment is submitted", the link won't actually show. The example below also includes a note for the end user explaining what is going on. 

The second segment switches the SharePoint Site and Library lookup from the current location to the destination library. This cannot be on the same segment, otherwise the library gets switched before the file is created and then the document template doesn't find the SharePoint folder so it is created in LegalServer instead.

Obviously, this Guided Navigation could be enhanced with logic expressions to determine which are the potential destination options. This then has to be added to an Aux Form on a matter to be activated and run. It could be a standalone Aux process or it could be included as part of your closing process. 

Step 3: PowerAutomate

In PowerAutomate, you'll need to create a new Flow.

This condition is testing for the "Name" to contain the name of the Document template. It cannot be set to equal that Document Template name since generating the document will typically include pre-appending the date as well. The second condition is to have the "File name with extension" end with "RTF". 

Then when the Condition is True, you can put the steps to move the folder and delete the Document Template.

The three steps above are to use the "Folder Path" from the "When an Item is Created" step to "Get Folder Metadata using the Path". Once you've gotten the metadata, the Document Template can be deleted to keep things clean. When setting that step, you want to use the Identifier dynamic expression from the "When an Item is Created". Deleting the document template is totally optional. The last step is to "Move Folder". Here you'll use the "ID" dynamic expression from the "Get Folder Metadata using the Path" step to identify the Folder to Move. The Destination Site Address is a dynamic dropdown and you can select the subsite needed. For the Destination Folder, use a slash followed by the name of the destination library. You may be able to browse for the library using the folder icon.

Note that this will only work if the columns in the two libraries match. If one library has additional metadata columns, the move will not work. 

Now that everything is set up, once you run through the Guided Navigation dialogue the folder move will happen. This setup will need to happen for each source/destination library.