Excellent presentation!

@SteveKnutsonNZ

Жыл бұрын

Thank you

A very nice presentation. One thing I'm struggling with: Anyone who has Edit permission can manually change meta fields, right? How to prevent accidental or intentional changes to "Review" (date of re-review) or History fields, for example? Can the integrity of the audit trail be ensured?

@SteveKnutsonNZ

3 жыл бұрын

Hi Marcus, you are correct about Edit permission. While you can't stop a user editing a specific column you can do a couple of things to monitor changes. Try either setting up an Alert on the library to email a summary of changes each day or use PowerAutomate to trigger on File Property changes. Any changes will appear in the version history and once in the history can't be changed. So you will be alerted to the change and then using the version history be able to see what change was made. I hope that helps.

Is a signature page with e-sigs appended to the document? Curious to know what an approved document looks like after it goes through the approval workflow.

I noticed changing meta data is a very sensitive function with Flow. It seems to be enough that someone along the way forgets the document open and then the document is locked and "Update file properties" fails. This is not the case with "Set content approval status". Things get even more complicated if check-out-check-in is required because meta cannot be updated without checking out first. Have you encountered this problem regarding updating document meta fields? P.S. Thank you for the quick answer to my other question.

@SteveKnutsonNZ

3 жыл бұрын

Hi Marcus, this is a real issue. The approach I take is to wait 15 mins if the Flow step fails. Similar to this issue powerusers.microsoft.com/t5/Building-Flows/File-Locked-Condition/td-p/108901

I noticed when you changed metaData of a file, version doesn't change. I am struggling with this. Everytime I change the value of any column, the version gets incremented. Please advice

This is a really interesting video, and is exactly what I need to set up - Do you have any user guide videos for the actual set up of this controlled documents Sharepoint?

@SteveKnutsonNZ

Жыл бұрын

Hi Charlotte, unfortunately I haven't created a full end to end video. I do have a few of the building blocks in this KZread Channel - notification and approval workflows and other parts including column formatting and document sets can be found on my blog steveknutson.blog/

Fab presentation! Just a question about the 'Send for Approval' button, how did you go about configuring that button? How does it then trigger the flow?

@SteveKnutsonNZ

Жыл бұрын

Hi Jessica, I am using some custom JSON formatting on a column. This is going by getting the Flow ID and using this JSON code powerusers.microsoft.com/t5/Building-Flows/SharePoint-list-Flow-button-trigger-non-default-environment/m-p/1323349#M150026

This has been very helpful. I work in an engineering department and would like to set up something like this for our documents. I have managed to get a similar approval flow working but I'd like to replicate what you've done in the initial email to the approver (19:29). How were you able to manipulate the formatting and how did you put an inbuilt comments box under Approve / Reject buttons?

@SteveKnutsonNZ

Жыл бұрын

Hi Lorinda, sorry I missed this comment. This is using the PowerAutomate "Send an Approval" action which includes the comments feature.

@lorindahall

Жыл бұрын

@@SteveKnutsonNZ thank you. I did finally work it out 🙂

Great presentation, thanks! Wondering if there was a way that 1. predetermined document control numbers can be set and automated when creating a new document and 2. if those document numbers, review dates and document names can be automatically added to the footer of word or excel documents (or any other document types for that matter). Thanks, in advance.

@SteveKnutsonNZ

2 жыл бұрын

HI Felicity, Power Automate can be used to generate a new number into a metadata field when an item is created. The trick is to use another list to keep track of the next available number. You can also use alphanumeric codes e.g. XXX-SOP-12345 using the same techique. You can map metadata values into Word documents using the Quick Parts feature of Microsoft Word (choose Document Properties to see the metadata fields)