Adding Multiple files to many Sharepoint Sites based on the Sites Code (Splitting the data using a code)

Question

Hi,
I'm pretty new to Sharepoint and wanted to ask a question to see if it can actually do what we need it to do.
We would have a top Site within a collection and under this we would have 400 sites for different sections of the business (External) Lots of teams create documents for all these sites and use the Code of the site in each document so we know what business
site its going to. For example 67890_BusinessReportMay.docx We know this document should be heading to site 67890 
We have lots of services sending data to these 400 business sites. If we were to do them manually it would take most of our time to go to each site and upload the documents, even if we could do all the sites documents in 1 multiple upload. We still have
to go to each site to do it
Is there an easy answer to this? At present I have folders to match each of the 400 Sharepoint Sites and I use an Integration Services package to move all the documents into these 400 Matching folders. I do this using the Code at the start of each file name.
If it doesn't have a code its put into an error folder and reported back on.
Then I want something to automatically go through each of these folders and load them into the Sharepoint Sites document libraries. 
OR
Say you have 600 files all going to the 500 sites on Sharepoint in one folder. The File contains meta data regarding the Sites Code.  Using this you can split the files and automatically pull them across to the Sharepoint Sites without having to go
into each Sharepoint Site?
I'm thinking that you cant do this and I'm hoping I'm wrong. Any help would be greatly appreciated.  
Debbie

Answer 1

Hi Debbie,
According to your description, my understanding is that you want to move the documents to different sites based on the code in the name of the files.
I recommend to create workflow and set the workflow to start when an item is created to achieve this goal.
As there is no built-in action which can move the documents cross site, we need to use the custom activity 'Copy List Item Extended' which need to be downloaded from
http://spdactivities.codeplex.com/.
Please per the steps in the link below to deploy the custom activity to SharePoint:
http://social.technet.microsoft.com/Forums/en-US/82609160-152f-461a-9a19-0e996f5a309b/sharepoint-2010-archiving-the-files-from-one-document-library-to-another-document-library-in
After that, we can create a workflow to meet the need.
Here is the detailed steps to create the workflow:
Create a column in single line of text type(called NO for example) in the library where the documents are uploaded, and input value manually in the column to store the code when uploading the documents. (We can also use workflow to extract the code from
the name of the documents if the codes are always 5 numbers.)
Create a workflow associated with the library and set the workflow to start when an item is created.
Select If current item field equals value, change the settings to be If Current Item: NO equals 67890.
Select Copy List Item Extended, change the settings to be Copy item in Current Item to list at site 67890 URL.
Select Delete Item, change the settings to be Delete Item in Current Item.
Create other conditions from step 3 to step 5 to copy the documents to different sites and delete current documents.
Best regards.
Thanks
Victoria Xia
TechNet Community Support