cancel
Showing results for 
Search instead for 
Did you mean: 
Reply

Create Document from SharePoint List

I'm new to Flow, and fairly new to SharePoint. So far I'm finding myself unable to do what I need. I'm really hoping that it's just my inexperience, but it's extremely frustrating.

 

Right now I am trying to create a flow that will generate a new document in my SharePoint library when a new item is added to my SharePoint list. I want it to pull the list data and populate the new document using the template that I created for my document library. I have search all over trying to find how to do this and everything that I've found uses SharePoint workflows and SharePoint Designer. From what I can tell, SharePoint Designer doesn't exist anymore and the only SharePoint workflow that shows as an option is a three-state workflow.

 

Due to company policies, I cannot do this using any third-party add-ons.

 

Someone please tell me that this is possible to do using Flow?

1 ACCEPTED SOLUTION

Accepted Solutions

I was able to create a functional flow to acheive this. If there is an easier way, I couldn't figure it out. Here's my workaround.

 

Create word document with desired template. Put this document into my sharepoint library and assign quick parts for the column metadata that I will fill in from my list information.

 

Set up a flow to copy and rename that file in the library when a new list item is added. I then have an approval step. If the new list item is rejected, the document copy and the list item are deleted. If the item is approved, it is assigned a tracking number, and I pull the item id for the new file through the get metadata through path step (to this point, the copy file step does not populate the item id). Then I'm using the 'update file properties' step to assign the list item column data into the new file's quick parts.

 

I'm actually then going a step farther, and using the 'get file content using path' step to then create a file and have this file stored on the server in addition to our sharepoint document.

 

This is all working to fill in my template and update it when changes are made to my list. Hope this helps someone!

View solution in original post

13 REPLIES 13
Anonymous
Not applicable

I am in the same scenario. I have been researching the past hour. I can do text file outputs but not output with a word template and use something like a merge. Other posts state it can be done.

v-yuazh-msft
Community Support
Community Support

Hi @ nhalvorson,

 

What is the document type of the template that you would use for your document library? Is it the word document or excel document?

Could you please share a screenshot of the content of the template document?

 

 

If your template is an excel document, Microsoft flow support to insert row to an excel file in services such as “OneDrive” , “OneDrive for Business”, “Dropbox”, “Google Drive” and so on as screenshots below:

You could store the excel in the services to such as “OneDrive”, you could use “insert row” action of OneDrive Connector to insert the dynamic content of your sharepoint item to the excel.

 

 

 

Regards,
Alice Zhang

I'm using a word .docx as my library template. I have figured out how to use the create file and update file properties to generate a new word doc and insert the metadata into the file, however this step still does not generate a document that is formatted as my template.

 

I am also able to save the template to my library and use the 'copy file' step to generate a new, formatted file that is named based on the list item being updated. After the 'copy file' step, the dynamic content does not populate with the item id for the new file, my only option is file size. Is there a way to use expressions to determine the item id from the 'copy file' step?

 

It seems at this point I can either have a file with the metadata, or a file based on my template, and not both.

I was able to create a functional flow to acheive this. If there is an easier way, I couldn't figure it out. Here's my workaround.

 

Create word document with desired template. Put this document into my sharepoint library and assign quick parts for the column metadata that I will fill in from my list information.

 

Set up a flow to copy and rename that file in the library when a new list item is added. I then have an approval step. If the new list item is rejected, the document copy and the list item are deleted. If the item is approved, it is assigned a tracking number, and I pull the item id for the new file through the get metadata through path step (to this point, the copy file step does not populate the item id). Then I'm using the 'update file properties' step to assign the list item column data into the new file's quick parts.

 

I'm actually then going a step farther, and using the 'get file content using path' step to then create a file and have this file stored on the server in addition to our sharepoint document.

 

This is all working to fill in my template and update it when changes are made to my list. Hope this helps someone!

Hi nhalvorson,

 

Would you mind posting a screenshot of your flow?  How are you assigning the list variables into the web parts of the document?

Unfortunately, I'm in the middle of a major overhaul on this Flow (for other reasons) and I had to break everything before rebuilding it. So a screenshot right now wouldn't help you much. I've got web parts on my word document so that when I use the update file properties action I can assign the SharePoint list columns to the web parts. That puts the data from each column into its respective field on the template.

Would you be so kind as to create a quick How To video for this?! It would be greatly appreciated.

Anonymous
Not applicable

Thank you so much - this worked perfectly!!  🙂 

Anonymous
Not applicable

How is this an accepted solution? Please post screen shot of flow.

 

Thanks

CFernandes
Most Valuable Professional
Most Valuable Professional

I have written a blog, which will help you convert a List item to PDF using a Button for a SharePoint Form customized in PowerApps https://clavinfernandes.wordpress.com/2018/11/07/convert-a-list-item-to-pdf-using-a-button-for-a-sha...

Here's a post that I just wrote about how to send metadata to Flow, and Flow generates a Word document with the Quick Parts populated.

https://wonderlaura.com/2019/01/09/microsoft-flow-quick-parts/

Laura Rogers
SharePoint MVP
SharePoint Consultant / Trainer at IW Mentor

@nhalvorson ,

 

There is a new Microsoft Word connector that allows you to do this without using quick parts.

 

Check out this blog post I wrote on it here: https://www.dmcinfo.com/latest-thinking/blog/id/9838/overview-of-microsoft-flows-new-word-online-con...

 

Let me know what you think!

Hi,

 

Could you expand on "assign quick parts" in your solution please?

 

Scenario:

I have a sharepoint list which collects the data I need.  I want to populate the data from the list into a formatted word document.  This sounds similar to what you were wanting to achieve.

 

Did you have to add a bookmark where you wanted the text to go?  When adding a quick part, I keep seeing 'Error: Bookmark not defined'.

 

What type of quickpart did you use in your solution, I have been through the entire list a few times and the various options which seem sensible, don't seem to want to work for me.

 

Thank you for any assistance/guidance you can provide.

 

Helpful resources

Announcements

Community will be READ ONLY July 16th, 5p PDT -July 22nd

Dear Community Members,   We'd like to let you know of an upcoming change to the community platform: starting July 16th, the platform will transition to a READ ONLY mode until July 22nd.   During this period, members will not be able to Kudo, Comment, or Reply to any posts.   On July 22nd, please be on the lookout for a message sent to the email address registered on your community profile. This email is crucial as it will contain your unique code and link to register for the new platform encompassing all of the communities.   What to Expect in the New Community: A more unified experience where all products, including Power Apps, Power Automate, Copilot Studio, and Power Pages, will be accessible from one community.Community Blogs that you can syndicate and link to for automatic updates. We appreciate your understanding and cooperation during this transition. Stay tuned for the exciting new features and a seamless community experience ahead!

Summer of Solutions | Week 4 Results | Winners will be posted on July 24th

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**   Week 1 Results: Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Community MembersNumber SolutionsSuper UsersNumber Solutions Deenuji 9 @NathanAlvares24  17 @Anil_g  7 @ManishSolanki  13 @eetuRobo  5 @David_MA  10 @VishnuReddy1997  5 @SpongYe  9JhonatanOB19932 (tie) @Nived_Nambiar  8 @maltie  2 (tie)   @PA-Noob  2 (tie)   @LukeMcG  2 (tie)   @tgut03  2 (tie)       Week 2 Results: Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 2: Community MembersSolutionsSuper UsersSolutionsPower Automate  @Deenuji  12@ManishSolanki 19 @Anil_g  10 @NathanAlvares24  17 @VishnuReddy1997  6 @Expiscornovus  10 @Tjan  5 @Nived_Nambiar  10 @eetuRobo  3 @SudeepGhatakNZ 8     Week 3 Results: Congratulations to the Week 3 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 3:Community MembersSolutionsSuper UsersSolutionsPower Automate Deenuji32ManishSolanki55VishnuReddy199724NathanAlvares2444Anil_g22SudeepGhatakNZ40eetuRobo18Nived_Nambiar28Tjan8David_MA22   Week 4 Results: Congratulations to the Week 4 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 4:Community MembersSolutionsSuper UsersSolutionsPower Automate Deenuji11FLMike31Sayan11ManishSolanki16VishnuReddy199710creativeopinion14Akshansh-Sharma3SudeepGhatakNZ7claudiovc2CFernandes5 misc2Nived_Nambiar5 Usernametwice232rzaneti5 eetuRobo2   Anil_g2   SharonS2  

Check Out | 2024 Release Wave 2 Plans for Microsoft Dynamics 365 and Microsoft Power Platform

On July 16, 2024, we published the 2024 release wave 2 plans for Microsoft Dynamics 365 and Microsoft Power Platform. These plans are a compilation of the new capabilities planned to be released between October 2024 to March 2025. This release introduces a wealth of new features designed to enhance customer understanding and improve overall user experience, showcasing our dedication to driving digital transformation for our customers and partners.    The upcoming wave is centered around utilizing advanced AI and Microsoft Copilot technologies to enhance user productivity and streamline operations across diverse business applications. These enhancements include intelligent automation, AI-powered insights, and immersive user experiences that are designed to break down barriers between data, insights, and individuals. Watch a summary of the release highlights.    Discover the latest features that empower organizations to operate more efficiently and adaptively. From AI-driven sales insights and customer service enhancements to predictive analytics in supply chain management and autonomous financial processes, the new capabilities enable businesses to proactively address challenges and capitalize on opportunities.    

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to https://aka.ms/PPCommSupport.   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages

Users online (2,074)