Quarra Stone — SharePoint Folder Automation Strategy

Overview

Quarra Stone currently creates SharePoint folders manually whenever a new sales opportunity is opened. The folder is named using the opportunity's prospect number (e.g., P21150) combined with some portion of the prospect name. The goal is to automate this folder creation so it triggers directly from Salesforce when an opportunity is created or a lead is converted.

This article captures the current state, the desired end state, open technical questions, and the options under consideration. Scope will be finalized in a follow-up call with the client (Stephen Rousseau).

Related context: ^[1] | ^[2]

Current Manual Process

1. A lead is created in Salesforce and manually assigned a prospect number (historically tracked outside Salesforce, likely in a spreadsheet).
2. When the lead is converted to an opportunity, the prospect number is carried over manually.
3. A team member goes to Microsoft SharePoint and manually creates a new folder, naming it using the prospect number and some portion of the prospect/client name.
4. The SharePoint folder link is then pasted back into the Salesforce opportunity record.

Pain points: Manual steps introduce lag and risk of inconsistency. Folder naming may drift from the Salesforce record. No automated link back to the opportunity.

Desired End State

• When an opportunity is created (via lead conversion or direct creation), a SharePoint folder is automatically created.
• The folder is named according to the established naming convention (prospect number + prospect/client name fragment — exact convention to be confirmed with client).
• A link to the newly created folder is automatically written back to the opportunity record in Salesforce.
• No manual intervention required.

Trigger Timing — Open Question

There may be two distinct folder-creation triggers, noted by Sergei Logvin during the 2025-09-29 call:

This needs to be confirmed with Stephen Rousseau on the Friday call. Do not assume a single trigger.

Technical Options Under Consideration

Three approaches were discussed with Twistellar. The Asymmetric/Twistellar team will select the implementation path; the client needs to provide API credentials and confirm the SharePoint location.

Option 1 — SharePoint Connector

Use a native or third-party Salesforce-to-SharePoint connector to trigger folder creation directly from a Salesforce Flow or Apex trigger.

• Pros: Stays within the Salesforce ecosystem; relatively straightforward to maintain.
• Cons: Connector licensing cost; may have limitations on folder naming logic.

Option 2 — Node.js Web App

A lightweight Node.js application acts as middleware. Salesforce sends a webhook or outbound message; the app calls the Microsoft Graph API to create the folder in SharePoint.

• Pros: Full control over naming logic and folder structure; reusable for future automation.
• Cons: Requires hosting and ongoing maintenance of an external service.

Option 3 — Linux Virtual Machine

A server-side script running on a Linux VM polls Salesforce or listens for events and creates folders via the Microsoft Graph API.

• Pros: Flexible; can handle complex logic.
• Cons: Higher operational overhead; less elegant than a purpose-built app.

Option 4 — Salesforce-Native File Storage (Dimitri's Suggestion)

Rather than creating folders in SharePoint, create and manage folders/files directly within Salesforce (e.g., using Salesforce Files or a custom object structure).

• Pros: No cross-system integration required; fully manageable within Salesforce.
• Cons: Client may be unwilling to move away from SharePoint; changes existing workflows for the Quarra Stone team.

Note: Mark Hope's position is that the implementation method is Twistellar's decision. What matters to the client is that the correct folder exists in the correct SharePoint location with the correct name. The team should recommend the fastest and most maintainable path.

Folder Naming Convention

The folder name is not the prospect number alone. It appends the prospect number with some portion of the prospect or client name. The exact format must be confirmed with Stephen Rousseau.

Placeholder format (to be verified):

P21150 — [Prospect/Client Name Fragment]

Dependencies

• Prospect number automation must be in place first. Folder creation depends on a reliable, auto-generated prospect number being available at the time of the trigger. See ^[2] for implementation details.
• Microsoft Graph API credentials (or equivalent SharePoint access) must be provided by Quarra Stone.
• SharePoint folder location/path must be confirmed — where in the SharePoint hierarchy should new folders be created?

Open Questions for Friday's Client Call

• [ ] Confirm trigger timing: folder on lead creation, opportunity creation, or both?
• [ ] Confirm exact folder naming convention (format string).
• [ ] Confirm SharePoint root path where folders should be created.
• [ ] Is the client open to Salesforce-native file storage as an alternative to SharePoint?
• [ ] Who provides SharePoint API credentials / Microsoft Graph app registration?
• [ ] Should the folder link be written back to a specific field on the opportunity record?

Key Contacts

Next Steps

• [ ] Karly Oykhman — Contact Stephen Rousseau to confirm attendance at Friday 2025-10-03 call at 11:00 AM ET. Brief him that opportunity creation restriction and prospect number automation are being fixed immediately.
• [ ] Twistellar (Sergei) — Review three technical options internally; come to Friday call with a recommended approach.
• [ ] Friday call — Walk through the full folder creation workflow with Stephen; resolve all open questions above.
• [ ] Post-call — Twistellar to scope and estimate implementation once trigger timing, naming convention, and technical path are confirmed.

Related Articles

• ^[2]
• ^[3]
• ^[1]
• ^[4]