Connect Folderit to Microsoft Power Automate

Use the Folderit DMS connector for Microsoft Power Automate to connect document management to your other business applications. Build flows that create folders, find documents, transfer files, add revisions, update metadata, or start configured Folderit workflows.

Availability — updated 27 October 2026: Microsoft has completed certification and publication, and Partner Center reports the connector as Live. Availability can vary during rollout: our latest check in a normal Power Automate environment did not yet show the public Folderit DMS connector. The connection steps below apply once it appears in your environment. If you cannot find it, contact Folderit for the current availability rather than choosing an unrelated custom connector.

This guide covers prerequisites, self-service setup, connecting your account, your first flow, file content mapping, practical examples, Microsoft Copilot, and troubleshooting.

Before you start

• A Folderit account with API access and permission to use the intended documents and folders. See Folderit API access or ask your account administrator.
• A Microsoft work or school account, access to the intended Power Automate environment, and a license that covers premium connectors. Microsoft 365 subscriptions do not all include these rights. Check Microsoft’s current Power Automate licensing guidance.
• The Folderit DMS connector must be available in your environment and allowed by your organisation’s Power Platform policies.
• For a flow involving Outlook, SharePoint, Teams, an accounting system, or another application, you also need an appropriate account and connection for that service.

Choose a small, non-sensitive test document and a clearly labelled test folder for your first flow. File transfers through this connector are currently limited to 10 MiB per file.

Connect your Folderit account

1. Open Microsoft Power Automate and select the environment where your flow will run.
2. Open Connections, choose New connection, and search for Folderit DMS. Connections may be available through the More navigation menu.
3. Select the published Folderit DMS connector and choose the option to create a connection.
4. Complete the Folderit sign-in and authorisation. Use a Folderit user with access to the account, folders, and documents needed by the flow.
5. Return to Power Automate and confirm that the connection is connected. Select it when adding Folderit actions to your flow.

The Folderit connection uses the signed-in user’s existing permissions. Microsoft sign-in and Folderit authorisation are separate steps. Keep OAuth client secrets out of flow fields, document metadata, and support messages.

Cannot find Folderit DMS? Check the availability note above and your organisation’s connector policies. Existing tenant-specific connectors named Folderit or Folderit Development are separate custom resources; their presence does not confirm that the public connector is available.

What the connector can do

The current connector provides 19 actions:

• Accounts: List accounts; Get account.
• Folders: List root folders; List child folders; Get folder; Create folder.
• Search and records: Search records; Get record; Get file; List folder contents.
• File transfers and revisions: Upload file; Download file; Add file version; List file versions.
• Metadata: List metadata fields; Get metadata; Update metadata.
• Workflows: List startable workflows; Start workflow.

The connector currently supplies actions, with no Folderit event trigger. Start your flow with a manual button, a schedule, or a supported event from another application. A scheduled new-file check needs its own saved state to distinguish new records from records already processed.

Account, folder, file, record, workflow, and metadata field UIDs identify different resources. Use the identifier returned by the corresponding Folderit action; a document’s name is not its UID. Use the available account and folder selectors where provided.

Set it up in your own environment

You can configure your flows using your own Microsoft and Folderit accounts. Folderit staff do not need access to your tenant or documents. Your organisation may need to provide the appropriate Microsoft licence, allow the connector, or grant you permission to create flows.

1. Check availability first. Search New connection for the public Folderit DMS connector. If it is not present, wait for availability in your environment; importing a private connector and configuring OAuth credentials is a different administrator/developer process.
2. Connect your own accounts. Use the Microsoft connections for the source services you intend to automate and your own authorised Folderit connection. A flow download cannot supply your authentication or grant access to documents.
3. Choose a narrow source and destination. Start with a dedicated email intake folder or document-library folder and a labelled Folderit test folder. Confirm the account and destination through the connector’s selectors or Get account / Get folder actions.
4. Run the manual search example below. Confirm a known result and an empty result before adding a document-writing step.
5. Test file handling and repeated events. Use a small non-sensitive document, verify the actual saved bytes and destination, and confirm the same source event cannot create a second upload. Keep uncertain writes for inspection rather than automatically retrying them.

The practical examples in this guide describe flows you configure; they are not links to ready-to-import templates. When importing a flow package, customers must select their own connections and configure their own destinations. Microsoft requires the Environment Maker role for non-solution package imports; your administrator can confirm the appropriate permissions for your environment. See Microsoft’s flow export/import guidance.

Microsoft Forms attachments: file-upload questions are available for respondents inside your organisation. Files uploaded to individual forms are stored in the form owner’s OneDrive; group-form uploads use the group’s SharePoint site. Retrieving those files needs the corresponding storage connection. See Microsoft’s file-upload requirements.

Build your first flow: find a document

1. In Power Automate, choose Create → Instant cloud flow and select Manually trigger a flow.
2. Add a text input for a search phrase, such as a project reference.
3. Add the Folderit DMS Search records action and select your Folderit connection.
4. Choose the account. Map your text input to query, optionally limit the search to a folder using parentUid, and select the record type you need. Start with limit set to 5 and offset set to 0.
5. Save the flow and run a manual test with a reference you know exists.
6. Open the run history and inspect the actual results. Confirm the returned names and UIDs identify the intended documents. Also test a phrase with no matches.
7. Add a next step if needed, such as presenting matching document names in Teams. Configure that application’s connection and test the recipient and output.

This example is a flow you configure in your own environment. An empty search result means no matching record was returned within the selected scope and the connected user’s access.

Save an incoming document in Folderit

A typical document-intake flow starts with an event in another application, obtains the file’s content, and then calls Upload file. For example, an Outlook attachment flow needs the appropriate Outlook trigger and attachment-content step before the Folderit action.

• accountUid: the Folderit account that owns the destination.
• folderUid: the exact destination folder UID.
• fileName: the document name, including its extension.
• contentType: the MIME type, such as application/pdf.
• fileContent: the file’s bytes encoded as base64.

Use the source action’s actual file content, rather than a web preview URL. In the Power Automate designer, the connector’s file-content input has binary/byte semantics: select the source File Content binary token. If you already have a base64 text value, convert it with base64ToBinary(...) before mapping it to that input. Passing a plain base64 string directly can cause a second encoding and save base64 text instead of the original document. The raw connector request uses base64 on the wire; the designer handles that serialization. Verify the actual saved bytes, not only a successful run status.

SharePoint content mapping: in Get file content using path, set the advanced parameter Infer content type to No and map the action’s File Content binary output. If extracting its $content base64 text, convert that text back with base64ToBinary(...) before the upload input. With inference enabled, a text file can be returned as a plain string; selecting $content from that string fails. Verify the saved file bytes with your chosen source action and file types before enabling the flow.

For Upload file and Add file version, set the action’s automatic retry policy to None. Keep a stable source-event or document identifier in your flow’s tracking store and check it before writing, so repeated source events do not create duplicate files or revisions. The audit correlation key, if used, is not a duplicate-prevention mechanism.

Download a file for another flow step

Add Download file, select the account, and provide the exact file UID. The output includes fileContent, contentType, byteLength, and sha256.

When the next action expects binary file content, use this expression in a Compose step:

base64ToBinary(body('Download_file')?['fileContent'])

Replace Download_file with your action’s actual internal name if it differs. Map the Compose output to the receiving application’s file-content input. For example, this can supply an email attachment or a file-creation action in another storage service.

A download response with HTTP 202 means the file is still being prepared. Retry the read later and only continue to a content-dependent action after the file content is available.

Versions, metadata, and Folderit workflows

Use Add file version when a revised document should remain attached to the same Folderit file UID. Use List file versions to inspect its revisions. Uploading a separate file and adding a revision are different operations.

Use List metadata fields to identify existing field UIDs and types, then read or update their values. Update metadata accepts a fieldsJson array containing metaUid and value for each field. The current action supports single-value scalar fields; multiple-value fields, tables, user/entity references, and datetime writes are outside its current write support. It does not create metadata definitions. Inspect a failed update before retrying, because a backend batch may have changed some values.

To launch an existing eligible workflow, call List startable workflows for the target record. Pass the returned workflowUid and exact manual-start triggerId to Start workflow. A successful start queues the workflow; it does not confirm that approvals or other downstream steps have finished. This action starts an existing configuration rather than creating a workflow design.

Practical Power Automate examples

These are scenarios you can build from the connector’s actions. Each needs its own source trigger, field mapping, other-app connections, and testing.

• Incoming email: store selected attachments in the correct Folderit folder.
• SharePoint intake: copy a newly created document into Folderit.
• OneDrive intake: file documents arriving in a selected source folder.
• Form submissions: store uploaded documents and write supplied form values to compatible metadata fields.
• Accounting: archive generated invoice PDFs and record their invoice references.
• Signed contracts: store the signed PDF returned by a connected signature service.
• Customer onboarding: create a customer folder when a CRM record is created.
• Project setup: create a project folder and standard child folders.
• Monthly filing: create year/month folders on a schedule.
• Document generation: save a PDF or Word file produced by another application.
• Document revisions: add a revised contract or report as a new version.
• Customer references: write CRM or ERP identifiers into document metadata.
• Document retrieval: search within a selected account or project folder.
• Teams lookup: display matching document names in a configured Teams flow.
• Controlled delivery: download the current file for an authorised email or another application’s process.
• Document register: list a folder’s contents and read metadata into an Excel register.
• Version notifications: compare current version IDs with saved state and report changes.
• Daily digest: compare scheduled folder listings with previously processed record IDs.
• Workflow initiation: upload a document and start its configured Folderit workflow.
• AI enrichment: process extracted document text with an approved AI service and write reviewed results to compatible metadata fields.

Use Folderit with Microsoft Copilot

You can configure a Copilot Studio agent to use Folderit connector actions as tools. An agent could turn a request such as “Find the contract for Acme” into a bounded search, read a document’s metadata, create a folder, or start an eligible configured workflow. See Microsoft’s guide to using connectors as agent tools.

A practical starting point is a read-only agent with only the search and metadata actions it needs. Configure the Folderit tools to use user credentials, so users connect with their own Folderit accounts. Test the agent with different users and restricted folders before sharing it.

To make the agent available in Teams or Microsoft 365 Copilot, configure and publish it to the appropriate channel and complete the organisation’s distribution process. This is a separate deployment from publishing the Power Automate connector. See Microsoft’s agent publishing options. Folderit connector publication does not automatically index your whole repository in standard Copilot or install a ready-made Folderit agent.

For summaries, translations, classification, or invoice-value extraction, add a document-content extraction and AI processing step. Downloaded file bytes are not automatically readable document text. Power Automate supports AI Builder’s Run a prompt action; available formats, regions, licensing, and AI capacity depend on the selected service. Review generated values before using them to make decisions or update records. Documents sent to an AI service are processed under that service’s configuration and terms.

These Copilot and AI examples require configuration and testing. They are not ready-made public Folderit Copilot templates supplied by this connector.

Troubleshooting

• Connector missing: check the publication/rollout note, selected environment, and your organisation’s connector policies. Contact Folderit if the public connector is unavailable.
• Premium license required: ask your Microsoft administrator to check the user or flow’s entitlement. The free Power Automate license is limited to standard connectors.
• Cannot connect or access a record: check Folderit API access, the signed-in user, the selected account, and the record’s permissions.
• Search returns no results: check the phrase, account, folder scope, record type, and connected user’s access. Inspect pagination when processing larger result sets.
• File unreadable after transfer: inspect the source content mapping, MIME type, filename, and base64 conversion. Start with a small known test file.
• File too large: this connector currently limits file transfers to 10 MiB. This is a connector limit, not Folderit’s general product upload limit.
• Duplicate document or revision: review source-event deduplication and disable automatic retries on upload/version writes.
• Metadata update fails: confirm the field UID, type, and supported single-value structure, then read back the record before retrying.
• Workflow started but not finished: inspect the workflow in Folderit. A queued start is not a final approval result.

For help, contact Folderit with the action name, error text, time, and a non-sensitive description of the intended process. Keep passwords, client secrets, tokens, and confidential document contents out of support messages.

Related guides: Folderit integrations, Connect Folderit to Zapier, and the Folderit API documentation. For Microsoft’s public directory, see the connector reference.