Daily PDF Upload Automation Workflow

Every afternoon our team saves 250-300 member reports to a dedicated SharePoint folder in Microsoft 365. Each file must then be attached to the correct member record inside our Qualifacts In-Sync EHR web application. Today that step is performed by hand; I need it done automatically at day’s end.

Environment & flow
• Source: Cloud storage → SharePoint folder (new PDFs appear throughout the day).
• Destination: Qualifacts In-Sync EHR (browser-based, username / password login, standard file-upload control).
• Platform: All Microsoft; I am comfortable provisioning Power Automate, Azure Functions, Logic Apps or another approach you recommend.

What I need
1. A reliable workflow that detects newly added PDFs, matches each to the correct member (file name or metadata mapping—open to suggestions), and uploads to the corresponding record in Qualifacts In-Sync. Currently this data of member and corresponding file is stored in a dataverse table.
2. Scheduling so the run triggers automatically once per workday after files stop arriving, with the option to launch on demand. Error handling is a must .
3. Clear, timestamped logging and an email/Teams alert whenever an upload fails or a record cannot be matched.
4. Simple configuration so I can adjust credentials, folder paths, or the daily run time without code changes.

Acceptance criteria
• All PDFs in the SharePoint folder at 6 p.m. Eastern are present in the matching Qualifacts In-Sync member records by 6:30 p.m.
• Error log shows zero failed uploads during a full test day, or lists failures with actionable detail.
• A hand-over document explains how to edit the schedule and rotate credentials.


Let me know the toolset you prefer, any API or RPA components you plan to use, and the estimated turnaround for a testable proof of concept.

We already have Power Automate premium licenses to work with.