insert content to existing Word-Document

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Posted on by CU13081420-3

Hello everyone,
I would like to achieve the following. A user creates a Word document using Forms. This works for now. However, a second user with a different Forms document should supplement or fill the previously created Word document with additional content. Does anyone have an idea?

Thank you!

Best regards

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Building flows

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Michael E. Gernaey 53,433 Super User 2025 Season 2 on at

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Hi,

So here are some questions/thoughts

1. I am only assuming User1, is submitting the document? You don't have any details at all so I am guessing

2. After user one submits, you would need a flow, that would grab the Uploaded Document, from the Upload Document Question, and copy/move

it to a location that the other User(2) can see it.

3. They would grab it from there and change it, then they would upload it.

Example

1. User 1 submits Foo.docx

2. the flow copies it to a SharePoint location for users to review documents, but the documents are Read-Only to the Users

3. User 2, downloads a copy of Foo.docx and makes changes.

4. They submit it using the Form

5. And the Flow once again grabs it, but this time it see's that the document already exists, and overwrites it.

As long as you have history on, you can see when it was modified.

And that answers how to do what you asked.

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David_MA 12,982 Super User 2025 Season 2 on at

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Like FLMike said, you are bit scant on the details of your process. For example, when you say "Forms" are you referring to Microsoft Forms? If so, how does one create a Word document from Microsoft Forms? Or do you mean, they are attaching a Word document to a Microsoft Forms submission?

I haven't completely gone through this post, but it shows you how to populate a Word document from field data in the document library: Populating Word document with Sharepoint metadata: not all metadata is - Microsoft Community. This would be the only way I would know how to modify the content of an existing Word document that has already been created without the user needing to update it manually.

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venturemavenwill 1,189 Super User 2025 Season 2 on at

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I would just like to add to the previous comments on this topic and say that Microsoft Forms may not be the best tool for this process. What you are describing sounds like some kind of approval process, where each person adds additional details to the same document. This means that you need two users to collaborate on a single process, and generate a single document as part of that process. Microsoft Forms does not offer that ability.

I would personally use PowerApps in combination of Flow to achieve what you are trying to achieve.

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CU13081420-3 4 on at

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I apologise for the very brief description, which did not lead to the desired result. I will now try to describe my problem in more detail. First of all, this is my first contact with Power Automate, so I have very little experience with it.

I have the following scenario:

The aim is to merge information from two departments, in this case Marketing and Sales, into one Word document. Each department has its own MS Forms form that needs to be filled out. The form is not filled out at the same time!

This should proceed as follows.
Sales fills out an MS Form with its data. The data is inserted once in SharePoint List and once in a Word document, using placeholders (document properties), a Word template is used and a new Word document is created and saved with the data. Shortly afterward, the marketing department is informed by e-mail that its own MS Forms should be filled out to supplement the data.
Everything has worked up to this point.

From here on I can't get any further.
Now the marketing department should add its information or data to the previously created Word document using another MS Forms form. Here, too, there are placeholders in the Word document (Document Properties).

My problem now is that I am unable to update the data that Marketing enters in MS Forms in the Word document that was previously created with the data from Marketing.

At the end, the Word document should contain the information from both departments and be sent to the management.

One more question:
Is there such a thing as ‘global variables’ in Power Automate that can be used across flows?

Thank you very much!

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