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Update a SP list when creating a new file

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Posted on by Akourt

I have a .docx file template in SharePoint Online, with a variable named "category". Is it possible that, when creating a new file using this template, and write the category, the list where the new document is stored will have the category filled out (managed meta data column)? For example, I create a new file using the template, and the category will be "finance", and the managed metadata of this file will be "finance" as well.

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Jay-Encodian 2,920 on at

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Hey @Akourt
For this response; I have assumed that the differing variable value is contained within the template... if this isn't correct please elaborate on where the variable is stored and how it is set.
Potential solution; Have you considered using SharePoint Content Types? i.e. create a content type for each potential category and set a specific document template against that content type... i.e. when a user clicks 'New > Finance Document' the finance document template is launched. You can then simply set a default value on the content type for that managed metadata column... you don't even need to use Flow 🙂
HTH
Jay
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Akourt 13 on at

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Yes, the variable is inside the .docx file (developer --> mark text --> property in Word).

It's true I could have different template, CT and default metadata. However, I want it to be dynamic.

For instance, if someone would go inside the already created document and change the category/variable, it will change the metadata of that file automatically. Or if I would change the value of the managed metadata in a SharePoint list column, it will also reflect the category inside the .docx file.

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Jay-Encodian 2,920 on at

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Hi @Akourt
I'd personally suggest using Content Types...
Ref Metadata dynamically updating in the document; Quick parts has you covered... you simply add quick parts to the document which are mapped to SharePoint list columns... when the list columns values change the value in the documents will change (albeit on load and not dynamically)
Here is a good example: https://wonderlaura.com/2019/01/09/microsoft-flow-quick-parts/
HTH
Jay
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