A SharePoint folder for every new work item | SharePoint Connector for Jira - Cloud

TUTORIAL 1 OF 6 5 MIN BEGINNER SPACE ADMIN

With one small automation rule, every new work item gets its own SharePoint folder. The rule shows the folder in the work item’s SharePoint panel.

What you’ll learn

Create a SharePoint folder from an automation rule
Name it with a Jira smart value
Pass the result of one action to the next

New work item with its SharePoint folder

Outcome: When you create a work item, its folder is already in the SharePoint panel.

Rule at a glance

TRIGGER Work item created
ACTION Create SharePoint folder
ACTION Connect SharePoint item to work item

Step-by-step setup

1. Create the rule

Go to Space settings > Automation, then select Create flow. Choose Create from scratch.

2. Add the trigger

Select the trigger Work item created.

3. Create the folder

Add the action Create SharePoint folder and fill in the fields.

Field	Value
Site	Your SharePoint site
Document library	Your document library
Folder path	Optional; for example, Exchange. The folder must already exist in the library.
Folder name	`{{issue.key}}`

To make folders easier to recognize in SharePoint, combine the key and the summary, for example, {{issue.key}} - {{issue.summary}}. The key keeps the name unique. The folder name doesn’t change when someone edits the summary later. Rules that look up the folder by name, such as Copy attachments as they’re added, then won’t find it anymore. If you plan to use those rules, use {{issue.key}} only.

4. Connect the folder

Add the action Connect SharePoint item to work item and fill in the fields.

Field	Value
Work item	`{{issue.key}}`
Item URL	`{{createdSharepointItem.folderUrl}}`

{{createdSharepointItem.folderUrl}} contains the URL of the folder created in step 3. This is how one action passes its result to the next.

5. Turn it on

Name the rule (for example, Create exchange folder), then turn it on.

Try it

Create a work item and open its SharePoint panel. Your folder should be there. If it isn’t, check the rule’s audit log.

Make it yours

Recipe	Change
SPACE One folder per space	Set Folder path to `{{project.key}}`. If the folder exists, the action outputs its folder URL and connects it.
FILTER Only certain work item types	Add a condition after the trigger, for example, Work item type equals Service request.
BRANCH Different libraries per type	Add an If/else block and a separate Create SharePoint folder action in each branch.