--- title: SharePoint Folder Automation from Salesforce type: article created: '2026-04-05' updated: '2026-04-05' source_docs: - raw/2025-10-03-quarra-stone-salesforce-review-91716935.md tags: - salesforce - sharepoint - automation - idrive - folder-management - integrations - msp layer: 2 client_source: null industry_context: null transferable: true --- # SharePoint Folder Automation from Salesforce Automating folder creation on a network drive or SharePoint instance from Salesforce triggers is a recurring integration challenge, particularly when the file storage is managed by a third-party MSP with strict security controls. Two primary architectural approaches exist depending on what the MSP will permit. ## The Core Pattern The goal is to trigger folder creation on a network drive at a defined point in a Salesforce workflow — typically when a record reaches a certain stage (e.g., Lead converted to Opportunity, or Opportunity marked Closed Won). The folder name is usually derived from a record field such as a prospect number or job number, ensuring a consistent naming convention across both systems. In practice this often involves a **two-step folder lifecycle**: 1. **Prospect/Sales folder** — created when an Opportunity is opened (or a Lead is converted), used to collect drawings, specs, and correspondence during the sales process. 2. **Job folder** — created when the Opportunity is won and a contract is signed, containing only the relevant subset of files needed for production/delivery. Keeping these separate prevents sales-stage clutter from polluting the active job workspace. ## Approach 1: API-Based Integration If the MSP or storage provider can issue a long-lived shared API key for the network share or SharePoint tenant, Salesforce can call out directly using a Flow or Apex trigger. **How it works:** - A Salesforce record change (e.g., Opportunity stage update) fires a trigger. - An outbound HTTP callout sends a request to the storage API with the folder name and target path. - The storage system creates the folder and optionally returns a link that can be written back to the Salesforce record (e.g., a "Folder Link" field on the Opportunity). **Requirements:** - MSP must provide API credentials and document the endpoint. - Named Credential or custom metadata in Salesforce stores the key securely. - The MSP's security policy must permit inbound API calls from Salesforce IP ranges. **Tradeoff:** Cleanest solution with no on-premise footprint, but requires MSP cooperation and may conflict with strict security postures. ## Approach 2: Local App Container (On-Premise Listener) When the MSP will not expose an external API — common in tightly controlled environments where even installing software requires a ticket — a small on-premise application can act as a bridge. **How it works:** - A lightweight app (Windows service, Linux container, or small VM) runs inside the client's network where it already has native access to the mapped drive. - The app polls Salesforce (via the REST API or Platform Events) for new records or stage changes. - On detecting a trigger condition, it creates the folder locally using the drive path it already has access to. - Optionally writes the resulting folder path back to Salesforce. **Requirements:** - A machine or VM inside the office network with persistent uptime. - Salesforce Connected App credentials for the polling service. - Drive access already provisioned for the machine (no new MSP permissions needed for the drive itself). **Tradeoff:** Avoids MSP API negotiation entirely, but introduces an on-premise dependency that must be maintained. ## Key Implementation Details - **Folder naming:** Use the Salesforce-generated prospect or job number as the primary folder name component to ensure uniqueness and cross-system traceability. Example: `2024-0412 - Polar Bear - White Plains Hospital`. - **Template copying:** Many clients maintain a template folder with a standard subfolder structure. Automation should copy this template rather than create a blank folder, preserving the expected file organization. - **Folder link writeback:** After creation, store the resulting folder URL or UNC path in a Salesforce field (e.g., `Prospect Folder Link`, `Job Folder Link`) so users can navigate directly from the record. - **Two-folder lifecycle:** Implement separate triggers for the prospect folder (on Opportunity creation or Lead conversion) and the job folder (on Closed Won), and avoid automatically migrating all files — only copy the relevant subset. ## MSP Coordination When the network drive is managed by an external MSP, expect the following friction points: - **Security review:** MSPs with strict postures (common in SMB environments) may require formal approval before exposing any API surface or allowing inbound connections. - **Billing:** Any MSP involvement typically incurs hourly charges; client authorization (usually from a decision-maker, not the day-to-day contact) is required before engaging. - **Point of contact:** Identify the specific MSP engineer assigned to the account rather than going through the general helpdesk ticket queue, which slows technical discussions significantly. - **Preferred path:** Request an introduction via email directly to the MSP technical contact so the development team can handle the technical conversation without routing through the client each time. ## Client Example [[clients/quarra-stone/_index|Quarra Stone]] uses this pattern with an iDrive network share managed by Veith Consulting (a local MSP). Their Salesforce instance generates a prospect number on the Opportunity record; the goal is to automate creation of a prospect folder in the `Sales` directory and a job folder in the `Jobs` directory upon Closed Won. The MSP's security controls require coordination before either API approach can be confirmed. See [[meetings/2026-04-05-quarra-stone-salesforce-review|Quarra Stone Salesforce Review — Prospect Numbers & Folder Automation]] for full context. ## Related - [[knowledge/salesforce/prospect-number-generation|Prospect Number Generation Across Lead and Opportunity]] - [[clients/quarra-stone/_index|Quarra Stone]] - [[knowledge/salesforce/lead-to-opportunity-conversion|Lead-to-Opportunity Conversion Patterns]]