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Flagging that a SharePoint Document is currently open

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Posted on by 365-Assist

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I am building a PowerApp that allows the user to mofify Metadata for documents in a SharePoint Library. The document could be left open by a previous user and SharePoint will not let you change the MetData if the document is open.

I am looking for a way to flag (in PowerApps) that the document is currently open/locked (and preferbly by which user).

Note - I know I could create a PowerAutomate to check if the document is open. However I would prefer to read the open/locked status directly from SharePoint in PowerApps.

Anyone have any ideas?

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Building Power Apps

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Expiscornovus 33,195 Most Valuable Professional on at

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Hi @365-Assist,

As far as I am aware there is no property in the SharePoint connector which stores if and who has the document opened.

However, a workaround could be to enable require check out of files in your library:

https://support.microsoft.com/en-us/office/set-up-a-library-to-require-check-out-of-files-0c73792b-f727-4e19-a1f9-3173899e695b

When you do that you should be able to use the checked out (boolean) and checked out to fields of the SharePoint connector.

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365-Assist 2,324 Moderator on at

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@Expiscornovus Thanks for that. Good workaround however I was trying to avoid Checkouts as adds complexity to App and additional time to build.

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Expiscornovus 33,195 Most Valuable Professional on at

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Hi @365-Assist,

I understand that it will add complexity and this is not your preferred solution. I will have another look, maybe I missed something in one of the default connectors 😁

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365-Assist 2,324 Moderator on at

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I fixed this by change of Design. Instead of using a Document Library I created a Microsoft 365 List and used the Attachment column to store and access documents.

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