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Estimating job setup: job numbers and folder templates in SharePoint

Add a row to a job register and a flow issues the next job number, builds the estimating folder from your template, and later converts it into the project folder.

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The problem

New jobs are set up by hand: someone checks the last job number, creates a folder, copies a template tree, and later repeats it for the project. Numbers get skipped or duplicated, folder names drift, and nobody can say when a job was set up or by whom.

What we build

We use one SharePoint list as the job register. A new row triggers a flow that issues the next number, validates the name and path length, and copies your template folders. Changing the stage to bidding converts the estimating folder into a project folder. Every run writes its result back to the row.

How it works

Estimating job setup: adding a row to the SharePoint job register issues the next job number one run at a time, validates the name and path length, copies the template folders and writes the number and link back to the row. Setting the stage to Bidding creates the project folder by job number and moves the estimating content in, safe to retry. Every run writes its result to the row, and the register feeds the job list in Fabric and Power BI.
One row starts the estimating setup; one stage change converts it into the project folder.
  1. 1

    Register the job

    Someone adds the project name to the job register. That is the only manual step.

  2. 2

    Issue the number

    The flow reads the last number for the year and issues the next, with runs serialized so two jobs can never receive the same number.

  3. 3

    Build the folders

    The name is cleaned and checked against SharePoint path limits before anything is created, then the template folders are copied in.

  4. 4

    Convert at bid

    Setting the stage to bidding creates the project folder by job number and moves the estimating content into it. Both flows are safe to retry.

  • SharePoint
  • Power Automate
  • Microsoft Fabric
  • Power BI

The value it creates

  • Time saved

    Job setup goes from a manual checklist to adding one row; we compare setup time before and after.

  • Standardization

    Every job gets the same number format and the same folder tree.

  • Visibility

    The register shows each job's stage, folders, who requested it and when.

  • Better decisions

    The register feeds the job list in reporting, so reports and folders use the same job numbers.

Proof

Related use cases

Frequently asked questions

How do you stop two jobs getting the same number?

SharePoint lists have no atomic counter, so the flow runs one at a time. Two simultaneous runs would both read the same last number; serializing them removes that risk.

What happens if a run fails halfway?

The row is marked failed with the reason. Fix the cause, set the stage back, and the flow finishes the job without duplicating folders, because it checks what already exists first.

Who should own the flow?

A service account, not a named person. Flows run as their connection owner, so a personal account means the flow breaks when that person leaves.

Next step

Which report or workflow would you like to improve?

Tell us what your team does today, which systems are involved, and what you want to change. We'll discuss whether there is a practical fit.

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Prefer email? charley@buildflows.ai