Options for setting Salesforce Id values in Existing SharePoint Folders

With sFiles for Experience Cloud, we enforce Salesforce Sharing Rules. This requires every folder in SharePoint to have a Salesforce Id set. With all new folders, sFiles can automatically set this value by using the "Folder Custom Field Defaults" field in the SharePoint Object Settings Custom Metadata Type field. However, you may have folders preexisting in your SharePoint that you would like to update. While sFiles has no out-of-the-box method that could automatically do this for existing folders, there are two approaches for this type of situation.

Sep 5, 2023
Knowledge

Title

URL Name

Options-for-setting-Salesforce-Id-values-in-Existing-SharePoint-Folders

Article Body

Prerequisite

sFiles is set up in Experience Cloud following the steps outlined in this document: How to set sFiles Enterprise up on Experience Cloud

Procedure

Using Microsoft Power Automate (recommended)

The first and our recommended approach is to create a Power Automate Flow in Microsoft Power Automate. Build the Flow to look at the SharePoint folder where your object folders reside and determine whether each folder contains a value in the "SalesforceId" column. If the column is blank, the Flow can reach out to Salesforce and retrieve the corresponding object record and update the SharePoint folder column with the Salesforce object's Id value.

Using sFiles API

The second option, which has limitations due to Salesforce's Callout limit, is to use sFiles' API. This works well for a small number of folders, however with Salesforce limiting callouts to 100 per transaction, this method may not be viable for your implementation.

With sFiles' API, call the "getFolderContents()" method to list the contents of the root folder.
For each folder in the root folder, check the CustomFields object for the Salesforce Id column in SharePoint. If the value is blank, then update the column with the record's Id by using the updateCustomFields() sFiles API method.