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Linn93
Helper I
Helper I

With Power Automate how to populate a document based on a Template from sharepoint using versioning settings to populate the latest Approved Template and not a Draft template?

In SharePoint Online I have a Folder with Word-templates. The SharePoint folder uses Versioning Settings. The Approve Status is either Approved or Draft. I also have a Power Automate Flow that uses the Word-template from the SharePoint folder with Versioning Settings. The Power Automate Flow that uses the Word-template to populate/create a new document in another SharePoint folder based on the Word-template from the SharePoint folder with Versioning Settings. The Word-template sometimes get edited, hence it the Apptove Status is set to "Draft". When the editing is finished and approved, the Word-template changes Approve Status to "Approved". How can I make the Power Automate Flow only use the last Word-template version with Approve Status equals to Approved? If I use the Condition Action in Power Automate and setting set condition to Approved status must be equal to Approved, then the Power Automate flow fails in that step, when the Word-template Approve Status is equal to Draft, and it does no use the last version of the Word-template that was Approved. How can I make the Power Automate Flow only use the last Word-template version with Approve Status equals to Approved?

3 REPLIES 3
elfreddos
Helper III
Helper III

This sounds like it sould be quite simple, but the way you've described it sounds extremely complicated.
Do yuo want to share the flow that you have so we can visualise what you're trying to achieve?

Also, what error does the flow fail with?

Linn93
Helper I
Helper I

Here are screenshot of my flow: 

Linn93_0-1699039704141.png

Linn93_1-1699039753629.pngLinn93_2-1699039886933.png

 I Have attempted the following steps, as suggested by ChatGPT: 

To ensure that your Power Automate Flow only uses the last Word-template version with an Approved status, you can achieve this by using the "Get files (properties only)" action from SharePoint to fetch the list of files within the folder, filter them based on the Approved status, and then select the most recent version among the approved files. Here are the steps to achieve this:

  1. Initialize Variables:

    • Initialize two variables: LatestApprovedVersion (to store the most recent approved version) and LatestApprovedTemplate (to store the file URL of the latest approved template).
  2. List All Files in the SharePoint Folder:

    • Use the "Get files (properties only)" action in Power Automate to list all files in the SharePoint folder with the Word templates. This action will give you a list of all files and their properties.
  3. Filter Approved Templates:

    • Add a "Filter array" action to filter the list of files to only include those with an Approved status equal to "Approved."
  4. Find the Latest Approved Version:

    • Add a "Apply to each" loop to iterate through the filtered list of approved templates.
    • Inside the loop, add a "Condition" action to compare the modified date of the current template with the LatestApprovedVersion variable.
    • If the current template's modified date is more recent, update the LatestApprovedVersion variable with the current template's modified date, and update the LatestApprovedTemplate variable with the current template's file URL.
  5. Create a New Document Using the Latest Approved Template:

    • After the loop, use the LatestApprovedTemplate variable as the source Word template to create a new document in another SharePoint folder.

By following these steps, your Power Automate Flow will filter and select the most recent Word template with an Approved status equal to "Approved" and use it to create a new document. This way, you ensure that the Flow always uses the latest approved version of the Word template.

But not able to do step5. the step 5 is not possible: Create a New Document Using the LatestApprovedTemplate variable: "After the loop, use the LatestApprovedTemplate variable as the source Word template to create a new document in another SharePoint folder".

And the Filter array Approval Status equal to 'Approved' only returns [] in the output because the Template that I want to use is in Draft status. the output therefore is empty because it cannot find the Template with Approved status, hence it does not retrieve the last approved template. Which in my case is the goal. 

 

 

Linn93
Helper I
Helper I

My issue is: 

  • I have a SharePoint folder with word-Templates called SPFolderTemplates
    • SharePoint folder SPFolderTemplates uses Versioning Settings. Because sometimes the the word template is under editing and changes from time to time. When the template changes it needs to be Approved before it should be used as a template for populating multiple documents based on this Template. When the word-template is under editing, the Approval Status is equal to Draft. but before it got the 'Draft' Status, the Approval Status was equal to 'Approved'. 
      And when the editing has been approved the Approval Status changes from draft to Approved again. 
    • The Power Automate Flow uses the Word-Template from SharePoint folder SPFolderTemplates to create a new document which is stored in another SharePoint folder. The new document uses the Word-Template as a template to create the similar content as the Word-Template but in another new document. 
    • It is important that the Power Automate flow uses the latest Approved version of the word-Template, and that it does not use a template with Draft-status or an old version of the Approved template. 
    • It has to be the latest Approved template. but I am not able to find the correct condition of filter to use to achieve the correct output. 

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