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Way to Update SharePoint file properties without overwriting the old?

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Posted on by bhanney2323

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So I have this approval process flow and everything works great, but I want to be able to update two columns in my sharepoint document library without overwriting the previous data and instead just appending to it. Basically this flow is for a document library that has forms that a lot of people need to review and either approve or reject and I want it so that the columns: 'Approved By:' & 'Rejected By:' will show everyone who has either approved the form or rejected the form. Right now as it is, I can get a users name in either of those columns depending on whether they choose "approve" or "reject" but the second another user lets say "approves" then the last user who approved it is gone from the "Approved By:" column and now the most recent user name is there. I understand why this is happening, but does anyone know if theres a way to just append all the names of the people who approve/reject the form to either instead of update and replace. Currently the "Approved by:" and Rejected By:" columns are multiple lines of text, but I've also had the same issue using of type person or group.

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v-bacao-msft on at

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Re: Way to Update SharePoint file properties without overwriting the old?

Hi @bhanney2323 ,

It seems that the Approval action you are using is not the latest version, we now need to use the outcome to judge the approved result.

https://powerusers.microsoft.com/t5/Building-Flows/Response-Dynamic-Content-for-Approvals-does-not-appear/td-p/336487

You could refer to the following image to append approval details to string variable and update it to file properties.

Image reference:

Spoiler (Highlight to read)

Hope this helps.

Best Regards,
efialttes 14,756 on at

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Re: Way to Update SharePoint file properties without overwriting the old?

Hi!

Just before 'Update file properties' add a 'Get file properties', assign its 'Approved by' and 'Rejected by' outputs as inputs to 'Update file properties', and don't forget to concat 'Responder Ap...' from dynamic content menu to the 'Update file properties' target column also

Hope this make sense
Johalloran 37 on at

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Re: Way to Update SharePoint file properties without overwriting the old?

I think what you need is a second SharePoint connector to first capture the current file meta data. Once you have that you use formulas to append the new data. You will be over writing the old data but you will be doing it with a string that is a combination of the old entry with the new entry added.