Updating populated file that is created by Microsoft Forms

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Posted on by Rojava

Hello All,

I have a Microsoft Form.

When I submit the form, it creates a list item in SharePoint Online and updates a template file using "Populate a Microsoft word template" plugin.

This template file is located in a document library which sits in the same SharePoint Online site where the SharePoint list is located.

My question is this:

I also have one more field/column (Comments filed) in SharePoint list which is NOT in the MS Forms.

This comments column is also located in the Word template file.

Once the MS Form is submitted, Users may go to leave/insert comments in the comments field, or the users may update some columns information in the SharePoint list.

I want those updates also to appear or to be updated in the template document that was created when user submitted the MS Forms,.

Looking forward to hearing from you and thanks in advanced.

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SudeepGhatakNZ 14,394 Most Valuable Professional on at

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@Rojava ,

You can add the Comments field in the Word template as a quick part.

I suppose your template file lives on a different library.

If yes, your library that stores the final word documents should also have the same schema as the library that contains the template.

After the file gets created, any change to the comments field (in the destination library) will be reflected in the library.

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Rojava 20 on at

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Thank @SudeepGhatakNZ ,

I have already done all those steps.

Step-1) Users fill up a MS Form and submit the form/ Users fill up all fields in SharePoint(SP) list and save the list.
Step-2) There is a Power Automate flow which automatically populates all SharePoint list/MS Form fields into a Microsoft template document. (This document/file is located in a SharePoint library in a SharePoint site where the SP list is located)
NOTE: I already created all MS Form/SP List fields into the template document by quick part.

QUESTION IS THIS:

The SharePoint list has an extra column/filed called "Comments". Users leave their comments in this filed. The MS Form doesn't have that filed. The Comments filed is already inserted into the MS Word template.
I need another Power Automate flow to update/populate users comments into the MS Template file.
I need someone to tell me how this power automate flow is created and does the job/populates/updates any changes on the SharePoint list.

Hope this time is clear.

Thanks

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SudeepGhatakNZ 14,394 Most Valuable Professional on at

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Sorry @Rojava , I still don't follow the use case.

Are you able to explain with the help of some screenshots?

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Rojava 20 on at

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Hi @SudeepGhatakNZ ,
I have a SharePoint list which has several fields/columns.
I also have a Microsoft template file.

When I create an item in the SharePoint list, some list's fields are automatically create a new MS word file and then populates the list items/fields into the newly created MS Word file. So far so good.

There are two other columns in the SharePoint list and also those fields are in MS World template. Those two columns are inserted/added after the MS Word file is created.

I need another flow which populates the new two fields value into MS document that was created initially with first flow.
Basically when a list item is updated, the MS World templates should update/populate the new fields /updated existing fields' data.
The first flow's image is below:

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SudeepGhatakNZ 14,394 Most Valuable Professional on at

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Hi @Rojava ,

Thanks for the explanation.

My suggestion had a slightly different implementation.

Instead of using the Populate Word template action, this can be achieved simply using Quick parts

1) My document library that stores the template file would contain the fields Attendee, TrainingStart, etc.

2) I would insert the Quick parts in the template file and that complete the template setup.

3) Now, my destination folder (General in your case) would also contain the same metadata fields as the template folder.

4) When I use the Create file action to create a file in the General folder, I do not have to populate the values in the document because it will pick up the values from the library fields (due to quick parts). Every time you update the fields, the document's contents will change. So, your other flow only needs to update the metadata columns and should not worry about the document.

SharePoint Power Hour Episode 43: Quick Parts in MS Word - YouTube

NOTE: THIS APPROACH WILL NOT WORK ON PDF DOCUMENTS

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Rojava 20 on at

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Hello @SudeepGhatakNZ , The Quick parts won't work for multi-selected fields.

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