Set Resource Property

Introduction

Metadata properties in file storage systems, such as SharePoint, Google Drive, and others, represent key information about files or folders. These properties define the type of information you can store about a resource (file or folder) and are critical for organizing, filtering, and managing data effectively.

In systems like SharePoint, metadata properties function similarly to database fields or spreadsheet headers. For example:

• Columns in SharePoint categorize and tag files with information like file type or status.
• Properties in Google Drive include attributes like a folder's name, description, or permissions.

By leveraging metadata properties, you can ensure structured management and efficient retrieval of resources across platforms.

Columns in SharePoint are the fields or metadata associated with items in a list or document library. They define the type of information you can store about an item or file.

Common column types for file tagging include: Single Line of Text, Choice, Date and Time, Checkbox and many more. Columns enable better categorization and automation, ensuring efficient file management and discovery.

The CloudFiles: Set Resource Property flow action automates the process of updating or assigning metadata property values for resources across multiple storage systems, such as:

• SharePoint: Update column values (e.g., Document Type, Status).
• Google Drive: Modify properties like folder name or description.
• Other Libraries: Set properties as supported by the specific platform.

This action enables seamless integration with Salesforce Flow Builder, allowing sophisticated automations for metadata management in diverse systems.

What this action does

The CloudFiles: Set Resource Property flow action allows you to:

• Specify the target Resource using its metadata details.
• Specify the columns to update using their Property/Column API Names.
• Dynamically assign values to these Properties/Columns via text input or flow resources.

This action supports batch updates, enabling you to update or assign multiple column values for a single resource in a single action execution.

Example Use Case

Scenario: Your Salesforce users upload files into SharePoint folders through CloudFiles LWCs on Account and Contact record pages. You want to capture specific metadata from these upload events and automatically tag the files in SharePoint.

For instance:

1. If a file is uploaded from an Account record, set its Document Type column to "Account File" and the Record Id column to the associated Account's Record ID.
2. If uploaded from a Contact record, set the same columns accordingly.

Automation Steps:

1. Trigger the Automation: Configure a flow to trigger on the File Uploaded event.
2. Filter Events: Use decision elements to filter the events based on the originating record's object type (e.g., Account or Contact).
3. Set Resource Properties: Use the Set Resource Property action to update the file’s column values:
   • Assign "Account File" to the Document Type column and the Account's Record ID to the Record Id column for Account-originated uploads.
   • Similarly, tag files with appropriate values for Contact-originated uploads.

By automating column tagging, you ensure consistent metadata management, enhancing discoverability and supporting streamlined workflows.

Below is the flow snippet of the example use case:

Input Parameters

Resource

The Resource parameter is used to specify the SharePoint Resource (File or Folder) whose column values are to be updated.

Properties

The Properties parameter in the Set Resource Property action is where you define column value assignments for a Resource (File or Folder) in SharePoint. Each column to be updated requires two inputs:

1. Property Name: Specifies the column (property) to update.
2. Value: Specifies the new value for that column.

Property Name

Input the File/Folder (Resource) Property API name in the external storage whose value must be updated/set.

Value

Input the value to assign to the specified column.

The value can be:

• Plain Text: Manually entered text.
• Dynamic Resource: A value from a Salesforce Flow Resource (e.g., variables, formulas).

Supported SharePoint column types

The CloudFiles: Set Resource Property flow action supports updates for the following SharePoint column types. Enter the value in the format shown for the column's type.

Output Parameters

This action does NOT generate any output. To confirm the execution:

• Check the updated values directly in SharePoint.
• Verify column values via the CloudFiles LWC.