Clean up empty folders | SharePoint Connector for Jira - Cloud

TUTORIAL 4 OF 6 10 MIN INTERMEDIATE SPACE ADMIN

When a work item is closed, the rule deletes its SharePoint folder if nobody used it and removes the folder from the work item’s SharePoint panel. Folders that contain files stay as they are.

This tutorial builds on A SharePoint folder for every new work item.

What you’ll learn

Find an existing folder with Get SharePoint item
Delete a folder only if it is empty
Use a true/false result in a condition

Empty folder removed when the work item closes

Outcome: When you close a work item with an empty folder, the folder is gone from SharePoint and from the SharePoint panel.

Rule at a glance

TRIGGER Work item transitioned to Done
ACTION Get SharePoint item
ACTION Delete SharePoint folder
CONDITION Folder was deleted
ACTION Disconnect SharePoint item from 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 Work item transitioned trigger and set To status to Done, or your own closing status.

3. Find the work item’s folder

Add the action Get SharePoint item and fill in the fields.

Field	Value
Site	The site from A SharePoint folder for every new work item
Document library	The library from A SharePoint folder for every new work item
Item path	Folder path and folder name from A SharePoint folder for every new work item, for example `Exchange/{{issue.key}}`

The item path must exactly match the folder path and name. If you named your folders with the key and the summary, the folder isn’t found after someone edits the summary.

4. Delete the folder if it’s empty

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

Field	Value
Folder URL	`{{fetchedSharepointItem.itemUrl}}`
Only delete if empty	On

Only delete if empty keeps your files safe. If the folder has content, the action skips the deletion and the rule continues.

5. Remove the folder from the work item

Add the action Disconnect SharePoint item from work item and fill in the fields.

Field	Value
Work item	`{{issue.key}}`
Item URL	`{{fetchedSharepointItem.itemUrl}}`

Disconnect SharePoint item from work item action

6. Turn it on

Name the rule, for example, Clean up empty folders, then turn it on.

Try it

Close a work item whose folder is empty. The folder disappears from SharePoint and from the work item’s SharePoint panel. Then close one with a file in its folder. That folder stays. If something doesn’t work, check the rule’s audit log.

Make it yours

Recipe	Change
STATUS Other closing statuses	Change To status, for example to Cancelled, or select several statuses.
SCHEDULE Clean up later	Use a Scheduled trigger that runs daily with the JQL `statusCategory = Done AND resolved <= -30d AND resolved > -31d`. This cleans up 30 days after closing.
NOTIFY Leave a comment	After the condition, add Add comment, for example “The empty SharePoint folder was removed.”